Event Logistics Specialist

7 days ago


Hong Kong Island, Hong Kong SAR China BCD Meetings & Events Full time
Job Overview
We are seeking an experienced Event Logistics Specialist to join our team at BCD Meetings & Events. As a Meetings and Events Manager, you will be responsible for building and maintaining client relationships, providing value added guidance and support while adhering to client procedures and standards. The role involves venue and supplier sourcing, contract and commercial negotiations as well as financial budget and payment reconciliation.

Responsibilities
• Building and maintaining client relationships
• Venue and supplier sourcing, contract and commercial negotiations
• Financial budget and payment reconciliation
• Programme planning, on site event management and attendee registration management
• Liaison between the client and venue(s)/supplier(s) for the duration of the meeting, and beyond when required
• 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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