Event Logistics Coordinator

2 weeks ago

Sydney, New South Wales, Australia beBeeGuestServices Full time $70,000 - $95,000
About This Role

We are seeking a highly organized and detail-oriented professional to lead the end-to-end management of delegate registrations for our conferences and experiences.

This pivotal role ensures a smooth and positive experience for delegates from their initial sign-up through to their travel and stay, while maintaining meticulous data accuracy and compliance with all relevant policies.

Key Responsibilities
  • Manage event databases, registration websites, and delegate communications effectively.
  • Coordinate flight changes, room blocks, and transfers to ensure seamless operations.
  • Assist with attendee and client communications, highlighting key requests and concerns.
  • Support event preparation and on-site operations, guaranteeing smooth delivery.
  • Attend client meetings and assist with proposals, quotes, and budgeting processes.
Logistics Management
  • Manage all delegate flight bookings, including liaising with travel agencies and individual delegates to secure itineraries.
  • Coordinate delegate accommodation, including negotiating group rates with hotels, managing rooming lists, booking allocations, and handling special requests.
  • Oversee ground transportation arrangements (e.g., airport transfers, shuttle services) as required.
  • Distribute delegate itineraries in a timely manner.
Budget Oversight
  • Assist in developing and managing budget allocations to support the guest experience component of the overall client budget.
Requirements:
  • A minimum of 3 years of experience in event registration, travel coordination, or events.
  • Strong attention to detail, with the ability to manage multiple projects simultaneously in a fast-paced environment.
  • Advanced skills in Microsoft Office applications (Word, Excel, PowerPoint).
  • Experience with Swoogo, EventsAIR, SMSBroadcast, Survey Monkey is an asset.
Preferred Attributes:
  • A passion for creating memorable and impactful experiences.
  • Proactive and self-motivated with a strong work ethic.
  • Excellent interpersonal skills and a collaborative approach.
  • A passion for working with teams and clients.

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