Event Coordinator

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- Entry level position in one of Australia's leading Event Management Companies. - Great start for your long term career in the MICE Industry.

Summary about this job

Event Management

Company: Directions Conference & Incentive Management

Location: Sydney

Work type: Full Time

Salary: n\a

Phone: +61-2-5600-7643

Fax: +61-8-8200-9613

E-mail: n\a

Site:

Detail information about job Event Coordinator. Terms and conditions vacancy

About the business and the role

Directions is recognised as one of Australia's leading providers of Conference, Event, Incentive, Travel and Destination Management. Directions is 100% Australian owned, boutique event management agency specialising in both domestic and international conferences and events. Our culture is built on three core beliefs Brilliance, Simplicity and Energy. Our mission is to inspire and connect people giving them the most compelling experience possible.

A valued member of the operations team, this position is responsible for the daily management of registrations and delegates queries as well as providing general assistance to the team and clients.

Job tasks and responsibilities

  • Registration & Database Management. Overall responsibility of the registration process for conference and incentive programs for 50-1500 delegates. Set up event databases and registration websites to manage group information using EventsAir.
  • Delegate Management. Manage of delegate enquiries related to the program; registration process, accommodation, flights, transfer and overall program. Management of all delegate communications; broadcast emails, delegate itineraries including pre-trip information and onsite program, confirmation letters.
  • Administration & Research. Preparation of miscellaneous documents as requested by the team. Research relevant suppliers, venues, themes and other requirements for proposals and the overall program
  • Team Work. Provide day to day support to the Event Managers/Directors and team.
  • Travel & Logistics. Liaison with the Travel Department as per travel procedures to manage flight changes and PNRs. Diligent cross-checks. Review and manage room blocks, flight inventory, and attrition and transfer requirements.
  • Client Relationship Development. Support the team with client communication. Share all client communication with the team, highlighting requests, concerns, complaints, issues raised.
  • Research, Meeting and Presentations. Research destinations, products and market trends. Collaborate within your team and company wide. Provide support with preparing client presentations, reporting and documents for meetings.
  • Event Management. Support the team in preparation and finalisation of operations documents outlining all details of programs. Assisting the team members with  research, quote requests, proposals and budgets.
  • Venue Management. Support the team with relevant reports for the management of; food and beverage, dietary requirements, rooming lists, seating allocation. 
  • Branding, Theme, Content & Collateral. Ensure the overall look and feel of the event brand and messaging is across all communication and collateral. Source and coordinate gifts and collateral for client programs. 
  • Meetings & Presentation. Attend client meetings and presentations as required. Provide relevant support to the team such as meeting minutes.
  • On-site Support. Provide assistance and support to the team. Take responsibility for allocated tasks. Work necessary hours for successful delivery and completion of the program. 
  • Evaluation. Participate in the debrief process ensuring key learnings are applied not only to the next program but overall. 
  • Surveys & Reporting. Manage attendee survey and reports. 

    Skills and experience

    The candidate MUST have:

    • Experience with an Event Database software system, EventsAIR preferred

    The ideal candidate will have:

    • One year experience in Event Management industry
    • Experience with events software "EventsAIR"
    • Advanced computer skills for Word, Excel, Outlook and PowerPoint 
    • Exceptional attention to details and good time management skills
    • Proven ability to work in a fast-paced environment
    • High level customer service skills

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