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Meeting Management Specialist

2 weeks ago

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

Job Description

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The Supervisor, Meetings & Events will be responsible for building and maintaining strong relationships with clients, providing value-added guidance and support while adhering to client procedures and standards.

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You will source and select venues and suppliers, negotiate contracts, and manage financial budgets and payments.

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Your responsibilities will include:

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  • Main point of contact with clients, providing consultative approach to supplier sourcing and ensuring client objectives are achieved.\
  • Sourcing, selection, and presentation of venues and/or suppliers, considering requirements, budget, and key success factors for programs.\
  • Identifying and mitigating legal or financial risks associated with third-party suppliers.\
  • Preparing documents required for client planning/strategy meetings and debriefings.\
  • Effective brief-taking from clients, determining key program requirements/success factors.\
  • Efficiently managing timelines/deadlines for multiple programs, 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 program-associated and client-facing documents, such as venue availability grids and program budgets.\
  • Negotiating and maintaining ongoing contact with key suppliers, including site visits, utilizing preferred hotel/travel provider agreements and approved destination management companies.\
  • Anticipating and managing change, including crisis situations.\
  • 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 program, including deposit scheduling and cancellations.\
  • Raising and tracking third-party commission claims.\
  • Reconciling all final program billing on-site, supplier payments, supporting Pcard reconciliation prior to final billing being sent to Finance within the final billing timeline.\
  • Additional scope may include managing smooth program execution, ensuring appropriate resources on-site, communicating program/event details, and providing relevant collateral to clients.\
  • Facilitating creative direction and overall development timeline of program-related participant and host communications materials, including websites, invitation letters, and registration forms.\
  • Responsible for building simple registration sites and working with BCD M&E Web Designer to develop complex registration sites requiring additional technology, testing all sites, and presenting them to meeting owners for approval.