Conference Services Specialist

2 days ago


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

Job Description

We are seeking a Meetings and Events Coordinator to join our team at BCD Meetings & Events. As a key member of our operations, you will be responsible for coordinating and executing events for our clients. This includes managing client relationships, providing expert guidance and support, and ensuring that all events meet the highest standards.

The ideal candidate will have a strong background in event management, with experience in planning meetings, incentives, conventions, conferences, and special events. They will also possess excellent communication skills, both written and verbal, and be able to work effectively with internal and external stakeholders at all levels.

Key Responsibilities:

  • Main point of contact with clients and decision-makers, providing consultative approach to supplier sourcing and ensuring clear objectives for the outcome of events
  • Sourcing, selection, and presentation of venues and/or suppliers, considering requirements, budget, and key success factors for each event
  • Identifying and mitigating legal or financial risks when engaging with third-party suppliers
  • Preparing all documents required for client planning and strategy meetings, as well as client debrief meetings
  • Effective brief-taking from clients, determining key event requirements and success factors
  • Efficient management of timelines and deadlines for multiple events, maintaining effective communication and clarity with clients throughout the sourcing and planning process
  • Providing industry-relevant guidance to enable high levels of benefit to clients
  • Ensuring accuracy of all event-associated and client-facing documents, such as venue availability grids and event budgets
  • Negotiating and ongoing contact with key suppliers, utilizing preferred hotel/travel provider agreements and approved destination management companies as needed
  • Anticipating and managing change, including dealing with crises
  • Ensuring timely payment of all supplier/vendor bills, client invoicing, deposits, and payment status with Accounts Payable

About BCD Meetings & Events

BCD Meetings & Events is a leading global player in the events industry, offering services across event design, brand experience, meetings management, production, and content, venue search, sports travel, and hospitality. With 1,900 passionate people servicing clients in over 60 countries worldwide, we pride ourselves on creating experiences that connect organizations with the people that matter most.



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