Meeting Events Coordinator

3 days ago

Hong Kong, Central and Western District, Hong Kong SAR China BCD Meetings & Events Full time

About Our Company:

BCD Meetings & Events is a leading provider of event management services, specializing in creating memorable experiences for organizations and their stakeholders.

We pride ourselves on our expertise, passion, and dedication to delivering exceptional results. With a global presence, we serve clients in 60+ countries, offering a wide range of services including event design, brand experience, meetings management, production, content creation, venue search, sports travel, and hospitality.

About the Role:

We are seeking an experienced Meeting Events Coordinator to join our team. The ideal candidate will be responsible for building and maintaining client relationships, providing value-added guidance and support, and ensuring seamless event execution.

Key Responsibilities:

  • Main point of contact with clients, providing consultative approach to supplier sourcing and ensuring clear objectives for meeting outcomes
  • Sourcing, selection, and presentation of venues and/or suppliers, considering client requirements and budget
  • Identifying and mitigating legal or financial risks associated with third-party suppliers
  • Preparing documents required for client planning and strategy meetings, as well as client debriefs
  • Effective brief-taking from clients, determining key program requirements and success factors
  • Efficient management of timelines and deadlines for multiple programs, maintaining effective communication with clients regarding all aspects of the program
  • Providing industry-relevant guidance to maximize benefits for clients
  • Ensuring accuracy of program-associated and client-facing documents
  • Negotiating and maintaining relationships with key suppliers, such as venues, DMCs, caterers, restaurants, AV suppliers, and travel providers
  • Anticipating and managing change, including crisis situations
  • Ensuring timely payment of supplier/vendor bills, client invoicing, deposits, and payment status with Accounts Payable

Additional Scope:

  • Managing the smooth running of programs, ensuring appropriate resources onsite, communicating program/event details, and providing relevant collateral to clients
  • Facilitating the creative direction and overall development timeline of program-related participant and host communications materials
  • Responsible for building simple registration sites and working with the BCD M&E Web Designer to develop complex registration sites requiring additional technology

About You:

We're looking for a highly skilled and experienced Meeting Events Coordinator who possesses excellent time management, organizational, and customer service skills. The ideal candidate should have:

  • Diploma or degree in Event Management or equivalent
  • Minimum 5 years' experience in planning meetings, incentives, conventions, conferences, and/or special events
  • Minimum 5 years' experience managing outside vendors, sourcing, and negotiating contract services
  • Minimum 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
  • Ability to work with and cooperate with 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

About Our Offer:

This is an exciting opportunity to join a dynamic international team of colleagues. We offer a salary in line with the market, training, career development, flexible hours, and a dynamic work environment.

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