Meeting Planner Coordinator

6 days ago


Hong Kong Island, Hong Kong SAR China BCD Meetings & Events Full time
About the Role
As a Meeting Planner Coordinator with BCD Meetings & Events, you will be working on a variety of programmes simultaneously. Your main point of contact with clients will be 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.

Key Responsibilities
• Main point of contact with client/decision-maker, providing consultative approach to supplier sourcing
• Sourcing, selection and presentation of venues and/or suppliers
• Identifying and mitigating any legal or financial risks with engaging with third party suppliers
• Preparing 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
• Providing industry-relevant guidance, enabling highest levels of benefit to client
• Ensuring 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
• Anticipating and managing change, including dealing with crisis
• Ensuring timely payment of all supplier/vendor bills, client invoicing, deposits and payment status with Accounts Payable
• Managing supplier billing, tracking payments at all stages of the programme, including deposit scheduling and cancellations. Providing client with accurate programme budgets, reconciliations and payment.
• Reconciling all final programme billing on-site, supplier payments, support Pcard reconciliation prior to final billing being sent to Finance within final billing timeline.
• Raising and tracking third party commission claims

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