• Francesca Ratcliffe-Boize
  • e-mail
  • 07872619611

Operations CoordinatorCity of London, England

Reference: EC/FRB Type: Permanent Start: ASAP Industry: Admin and Secretarial

Salary: £20000 - £22000 per annum

Operations Coordinator
Operations Coordinator required to manage the registration process from start to finish and provide logistical support pre-event, on-site, and post-event. The role will report to the Head of Operations and will cover two main functions;
Event registrations and delegate communications
*Work with marketing to understand pricing structure, discount structure, discount deadlines and promotional offers of our events
*Receive registrations from web, telephone or email enquiries and process them on the events registration system
*Register free of charge attendees including speakers, sponsors and delegates
*Process payments and prepare and send invoices as required
*Follow-up on outstanding registration fee payments
*Regularly report on outstanding payments to Marketing/Operations
*Be department expert on events registration system
*Respond to enquiries from potential participants
*Provide telephone customer service as well as handling mail, fax and email inquiries regarding registration and other event queries, addressing all participant questions
*Issue confirmations to all participants and issue receipts as required
*Send out delegate information and accommodation booking forms
*Prepare and send email blasts as required
*Set-up delegates with access to the delegate messenger system or other apps
*Complete financial reports as required for conferencesLogistical and onsite support
*Source and order event supplies (badges, lanyards, sponsored items, promotional materials)
*Arrange freight and shipping
*Set up online accommodation booking sites with hotels and/or manage guest accommodation as required
*Prepare and collate delegate materials (badges, speaker/sponsor profiles, delegate brochures, attendee lists)
*Arrange all onsite registration logistics (registration processing equipment, paperwork, badges, kit bags)
*Schedule temporary staff for onsite registration support and brief and supervise these staff
*Manage registration queries onsite handling walk-up registrations, substitutions and other duties as needed to support the smooth operation of the event
*Special projects and other duties as assigned
Skills and Qualifications
oExemplary customer service and a focus on achieving the best delegate experience
oStrong written and verbal communication skills via telephone, email and in-person, with people at all levels
*Tech savvy with ability to quickly learn event registration software and assist delegates with new apps/software

*Highly numerate (invoicing, budgets and credit control) with excellent analytical skills
*'Can do' attitude and confident taking on new tasks
*A general understanding of social media usage
*Team player with excellent interpersonal skills
*Extremely organised - able to multi-task, manage own time and prioritise while remaining deadline focused
*Reliable, flexible and able to work well under pressure
*Warm, friendly, tactful and professional when dealing with delegates, clients and suppliers
*Ability to demonstrate initiative and creativity
*Excellent attention to detail and ability input data into a software system with high levels of accuracy
*Willing to travel both within the UK and internationally
*IT skills: databases, Excel, Word, PowerPoint, Adobe PDF maker, etc

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52 Berkeley Square London W1J 5BT020 7499 5955

Registration by appointment only
in Central London