Event Registration & Housing Coordinator

Position:          Registration & Housing Coordinator 

Location:         Florida 

                        (Orlando-Based Office – primarily work from home / 1 mandatory office day per week)

A BRIEF SUMMARY OF THIS REALLY AWESOME JOB: 

Do you have experience in registration and housing management for corporate, incentive and/or association meetings and events, and do you love it? This role is responsible for working with our customers to build registration sites and manage rooming lists for meetings and events of varied scope and sizes. Primary tasks include web registration development and management, attendee profile data entry, management of rooming lists, packing and shipping supplies, QC processes, creation and execution of printed materials, and all other day-to-day pre-program logistical assignments to help support management. The Registration & Housing Coordinator interacts regularly with program venues and vendors. Support duties will vary, but can be administrative or tactical. Planning and executing events, exhibit management or speaker management are some of the additional responsibilities that may be required in your day-to-day work. Although we have team members responsible for creative proposals and hotel sourcing, any experience in these areas will be regarded as a value-add to our company; and, as part of our collaborative environment, you will have the opportunity to be as creative as you want! In short, we have a lot of really great clients, and we need a fun, energetic team member to help us plan and execute events — from one-night galas to multi-week conferences for 10,000 people. We promise you won’t be bored and will have a great time in our dynamic environment! 

SOUNDS GREAT! BUT WHAT DOES THE JOB REALLY ENTAIL?:

The Bulk of the Job — Registration & Housing Coordination:

• Develop, manage and maintain online event registration platforms such as getregistered, Cvent, Swoogo, RainFocus and/or similar systems
• Process attendee registrations, confirmations and modifications
• Provide customer support for registration inquiries via email and phone
• Create and format reports (arrival/departure manifests, rooming lists, attendee lists, etc.)
• Manage and QC registration data/reports and changes, communicate changes to hotel/vendors
• Meeting app development and maintenance 
• Serve as the primary contact for hotel room blocks and housing arrangements
• Work with hotels to manage room inventory, attrition and cutoff dates
• Process room reservations, changes and special requests
• Provide assistance to attendees with housing-related inquiries and troubleshoot issues
• Reconcile final housing reports and ensure accurate billing
• Merge Excel reports to create badges, departure notices and other attendee materials
• Creation, execution and shipping of printed materials (name badges, signage, attendee lists, etc.)
• Pack, create and print labels, and ship supplies onsite for programs
• Keep inventory of meeting materials, packing and shipping materials; as well as place special orders for needed supplies
• Report weekly to a Senior Director and provide updates, as requested
• Attend and contribute insight to staff meetings

YEP, THAT’S ME!:

Ideal Candidate:

• Located in Florida (primarily remote work environment) 
• Bachelor’s degree preferred
• Ideal candidate would have a minimum of two years as a registration and/or housing coordinator in our industry
• CMP certification preferred
• Must be able to travel 10-20% of the time (often less, rarely more) 
• Valid passport
• Excellent verbal and written communication skills
• Excellent time management skills, attention to detail, multi-tasking abilities and the ability to meet tight deadlines (this is a big one!)
• An understanding that the workday doesn’t always end at a set time when there’s a deadline involved 
• Strong computer skills required; must have ability to learn and work in a Mac environment and ability to use a number of online / cloud-based applications (Slack, monday.com, Google Workspace, etc.)
• Excel and Word; PowerPoint/Keynote skills is a plus
• Creativity and a drive to innovate a plus! 
• Experience with Cvent, getregistered and/or other registration software platforms 
• Ability to work efficiently in a remote (work-from-home) environment
• Ability to read, analyze and interpret complex documents
• Bilingual (English and Spanish) is a plus, but not required

…

Benefits:

This is a full-time salaried position, and therefore includes health care benefits (medical, dental and vision), a 401k plan, and generous vacation plan.  

Work Environment:

This is primarily a remote position (aka work from home!); however, our team does meet in the downtown Orlando office one day per week. This role does require travel and the ability to work in a team environment. Please note, the work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.