This position serves as an Event Registration Coordinator responsible for independently managing all aspects of event registration, including housing, travel, and onsite execution. Key responsibilities include creating and managing registration timelines, maintaining accurate data in event systems, supporting attendee communications, and collaborating closely with internal teams to ensure seamless event execution. This position will work independently and onsite at our client's  Regional Office in Johannesburg North

RESPONSIBILITIES:

Effectively performs work assigned by staff in a timely, customer-centric, and accurate manner.

Maintains clear communication with manager and/or client, regarding special problems or exceptions to policies and procedures.

Ensures seamless coordination with internal and external event team by providing written, verbal and graphical status reports.

Reports to manager and/or members of client event team on a regular basis to discuss project progress, challenges and solutions.

Participates in department meetings and attends other meetings and training sessions as required

Able to share experiences, challenges and solutions to benefit other team members and treating all proprietary information as confidential.

Utilize internal system for reconciling event-related charges; responsible for allocation of all charges and liaising with internal analyst on departmental charge-backs and tracking

Attains a thorough knowledge of operating procedures, department resources, and the overall operation of the company

Event Registration

Oversees travel and registration process with client's internal Events Team in USA

Creates a registration timeline and organizational documents with the events management and client teams and ensures the timeline is followed.

Understands all areas of registration (housing, web, travel management) and can speak intelligently to clients on these areas

Coordinates content, maintains functionality, and manages registration website timelines for multiple projects simultaneously.

Recognizes the need for documentation improvement, takes ownership in actively improving said documents.

While onsite, can proactively pre-plan and manage the onsite execution of large areas of registration including, but not limited to, technical, need-based staffing assignments and badge printing and distribution.

While onsite, is adaptable and can quickly identify when to change processes onsite in escalation situations.

While onsite, understands badge security plans and can create new plans as needed.

Illustrates an understanding of international meeting coordination including succinct communication skills, internationally-used meeting terms, and an ability to convey all event logistics with contacts who may have limited skills in the English language.

Follows established policies and procedures for appearance, timeliness and safety.

Represents the client’s stewardship and values in all tasks.

Adhoc duties as assigned

Respond to attendee inquiries and concerns via email in a warm and professional manner.

Provide detailed information to attendees about event schedules, activities, locations, and other misc. logistics.

Assist attendees with registration, housing, and travel related inquiries via email correspondence.

Address attendee complaints or issues with empathy and a problem-solving mindset.

Stay informed about event updates, changes, and announcements to provide up-to-date information to attendees.

TRAVEL REQUIRED

This position will be required to travel in order to staff events. Air travel and overnight stays are required.