Supervisor, Meetings

3 weeks ago

Hong Kong Island, Hong Kong SAR China BCD Meetings & Events Full time

A culture of purpose: Where will your BCD M&E career take you?

As perfectionists, artists, strategic thinkers and leaders in the industry, we believe culture is defined by its people. We are looking for exceptional people who rise to our standards while bringing their unique perspective to the table. Are you interested in adding to both our mission and our energy?

The Supervisor, Meetings & Events builds and maintains client relationships, provides value added guidance and support while adhering to client procedures and standards. The Supervisor, Meetings & Events is responsible for venue and supplier sourcing, contract and commercial negotiations as well as financial budget and payment reconciliation. Additional scope to include programme planning, on site event management and attendee registration management will also be provided to client as and when required.

The Supervisor, Meetings & Events works on a variety of programmes simultaneously and serves as liaison between the client and venue(s)/supplier(s) for the duration of the meeting, and beyond when required.

Your responsibilities:

  • Main point of contact with client/decision-maker, providing consultative approach to supplier sourcing, ensuring client identified clear objectives for the outcome of the meeting, conference or programme and determine steps to ensure objectives are achieved
  • Sourcing, selection and presentation of venues and/or suppliers, taking into consideration the requirements, budget, key success factors for the programme
  • Identify and mitigate any legal or financial risks with engaging with third party suppliers
  • Prepare all documents required for client planning/strategy meetings and client debrief meetings
  • Effective brief taking from clients, determining key programme requirements/success factors
  • Efficient management of timelines/deadlines for multiple programmes, maintaining effective communication and clarity with client throughout the sourcing and/or planning process regarding all aspects of the programme, including travel/venue management, budgeting, itinerary/agendas and final programme reconciliation
  • Provide industry-relevant guidance, enabling highest levels of benefit to client
  • Ensure accuracy of all programme-associated and client facing documents such as venue availability grids and programme budgets
  • Negotiation and ongoing contact (including site visits) with key suppliers such as venues, DMC's, caterers, restaurants, AV suppliers, and travel providers as needed, utilising preferred hotel/travel provider agreements and/or approved destination management companies
  • Anticipate and manage change, including dealing with crisis
  • Ensure timely payment of all supplier/vendor bills, client invoicing, deposits and payment status with Accounts Payable

Manage supplier billing, track payments at all stages of the programme, including deposit scheduling and cancellations. Provide client with accurate programme budgets, reconciliations and payment.

Reconcile all final programme billing on-site, supplier payments, support Pcard reconciliation prior to final billing being sent to Finance within final billing timeline.

  • Raise and track third party commission claims

Additional scope as and when requested:

  • Manage smooth running of programmes, ensure appropriate resources onsite, communicate program/event details and provide relevant collaterals to client
  • Facilitate the creative direction and overall development timeline of programme related participant and host communications materials, including but not limited to web sites, invitation letter and registration form
  • Responsible for building simple registration sites and work with BCD M&E Web Designer to develop complex registration sites requiring additional technology such as Flash. Test all sites; present and gain meeting owner approval

We're looking for you if your profile matches the following:

  • Diploma or Degree in Event Management or equivalent
  • Minimum of 5 years' experience in planning meetings, incentives, conventions, conferences and/or special events
  • Minimum of 5 years' experience managing outside vendors, sourcing and negotiating contract services
  • Minimum of 2 years' experience in client management
  • Proficiency in word processing and Microsoft Office applications
  • Proficiency in database management
  • Firsthand experience of domestic and international group travel
  • Strong time management and organizational skills to manage multiple projects
  • Ability to work with and cooperate with both internal and external stakeholders at all levels
  • Excellent customer service skills and attention to detail
  • Ability to communicate effectively both verbally and in writing
  • Ability to work well under pressure and adapt to ever-changing scenarios
  • Capable of problem solving - Anticipating, initiating and resolving issues

What we offer you:
This is an exciting job within an international work environment. You'll be working with a great international team of colleagues. And, we offer you a salary in line with the market, training, career development, flexible hours and a dynamic work environment.

How to apply

Click apply now to be considered.

Get to know us

BCD Meetings & Events are experts at creating experiences that connect organizations with the people that matter most. With 1,900 passionate people servicing clients in 60+ countries around the world, we offer services across event design, brand experience, meetings management, production and content, venue search and sports travel and hospitality. For more information, visit www.bcdme.com. BCD Meetings & Events is a division of BCD Travel Group.

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