The Event Logistics Manager is responsible for all program logistics, including but not limited to: health & safety protocols, event compliance, offsite venue selections, room set & menu, CSR activities, continually updating budgets, creative suggestions for offsite venues and teambuilding ideas, value adds for the Client, onsite management, reconciling and paying invoices and negotiating and documenting savings. They will also be responsible for building and maintaining Client relationships and acting as back up for team members as necessary.
Essential Job Functions:
- Excellent timekeeping
- Take direction and work well with others
- Able to multi-task and be pro-active
- Have a keen eye for detail
- Able to focus and perform accurately
- Able to meet deadlines
Job Specific Essential Duties and Responsibilities:
- After meeting assignment and approval, initiate Client contact and engage appropriate team members
- Oversee program development, planning and execution of all assigned programs from the point of meeting registration
- Event Health & safety protocol and policy compliance
- Add value to Client by providing guidance and best practices in order to ensure a successful event
- Update budgets as necessary during planning and prepare final budgets - communicate budgetary information to Client throughout the planning and execution processes
- Utilise preferred vendors for quality of service and maximum pricing advantage
- Maintain the highest level of quality, professionalism and integrity when negotiating with suppliers and dealing with Clients and other team members
- Enter and update meeting information in meeting database - keep database and savings information accurate throughout the planning and execution of the meeting
- Adhere to all deadlines and turnaround times
- Participate, as needed, in operational site visits
- Develop meeting signage design and materials to support meeting communications
- Determine and arrange detailed program needs
- Utilise standard templates and worksheets to provide ongoing updates on deliverables as program evolves
- Provide on-site program assistance and oversee all arranged details of program
- Ensure internal and external reporting requirements are met
- Initiate and monitor Client billing and invoicing with vendors
- Review supplier bills for accuracy and ensure timely payment and final billing process
- Develop and maintain relationships with meeting owners to ensure repeat and new business
- Liaison with Registration Manager for attendee registration requirements
- Execute contract documents and initial budget
- Manage to SOPs and SLA metrics
- Expected to treat colleagues, employees, and suppliers with whom you interact with respect and dignity
- Responsible for protecting confidential information of BCD M&E and the Client
- Be professional and approachable at all time.
- Work independently in the absence of supervision
- Assumes and performs other duties and responsibilities not specifically outlined herein, as requested
Transferable Skills
- Proactive and consultative customer service
- Business professional
- Excellent organisational and interpersonal skills
- Ability to think on your feet / make quick decisions
- Identify resources
- Excellent customer service skills
- Excellent verbal and written communication skills
- Positive attitude
- Problem solving skills
- Ability to quickly adapt to and learn new technology interfaces
- Financial acumen
- Ability to think outside the box
Qualifications
Essential:
- Proficient in Microsoft Word, PowerPoint, and Excel, although training can be given
- Knowledge of providing creative solutions
- Travel industry and destination knowledge
Preferred:
- Small team management experience
- Financial / HR training an advantage
