Attendee Management Coordinator

Job description

Job Summary :

GDS Procurement Services is a new service offering that is being setup incollaboration with EY’s Procurement organization which is seeking to utilizethe location footprint and skills/capabilities available from our Global DeliveryServices (GDS).

The GDS provides enabling services to EY member firms, ServiceLines, business support functions and Area/Global entities. These services areprovided via the Client Service -Assurance, Advisory, Knowledge, Tax and TAS, and Enablement Services – Procurement Services, IT Services, Finance& Accounting Services, Risk Management Services, People Shared Services, MarketsEnablement Services, Brand, Marketing and communications. The Client Service and Enablement Services are animportant component of EY’s Vision 2020 strategy, and has an ever increasingshared services footprint across the world, including five centers in India(Bangalore, Chennai, Gurgaon, Kochi and Trivandrum), and in Argentina, China,Poland and the Philippines. The GDS headcount is currently approx. 15,000(September 2015) and is predicted to grow to over 30,000 by 2020. 

 

Procurement was established as a globalized function just oversix years ago. Its purpose it to drive efficiencies in the way EY memberfirms select and manage their vendor relationships. This is achieved througha number of channels including creating procurement processes which are repeatable, can be leveraged, are transparentas well as are aligned to business strategies and goals.

The role of the Attendee ManagementCoordinator, Procurement Services, GDS ES will be to build registration webpages using predefined templates and Mobile App shell builds for complex,high-profile EY internal and external Meetings, Events, and TrainingPrograms. You will follow a defined delivery process and toolset that ensurea consistent level of service. The individual will have frequent interactionwith Event Managers, Project Coordinators, and internal stakeholders acrossthe globe

Essential Functions of the Job:

The primary role and responsibility of this positionwill be to work in a team environment, as an individual contributor tosupport Meetings and Events team including, but not limited to:

·  Buildevent/training registration websites using predefined templates in cvent tool
·  Buildevent/training Mobile App using predefined templates in QuickMobile or CrowdCompass(cvent)
·  Provideon-site support for Meetings & Events and training programs
·  Workwith clients to establish requirements, expectations, key details of meetings
·  Educateclients on best practices
·  Designand send registration invitations, reminders and confirmations to attendees
·  Developand maintain participant lists, compiled from registration website
·  Trainplanners on registration procedures, and other aspects of the cventregistration system
·  Developan attendee management plan for each meeting, and train clients toeffectively manage their plans
·  Actas an advisor to senior planners on ways to improve large national or areameetings
·  Usingthe M&ES attendee management tool (cvent), help internal clients andM&ES planners build and manage their registration sites
·  Workdirectly with external vendors to identify issues of concern, and recommendimprovements to the system
·  Communicatewith event managers and coordinators about the functionalities of cvent toolin order to capture information on registration site build
·  Draftingthe initial framework based on the request from the Event Planners.
·  Initiatingand setting up the pre-requisites from the event perspective.
·  Preparingand managing the various communications like Invitations, Reminders,Confirmations, Survey, Broadcast,etc.
·  Managingthe end-to-end registration process.
·  Rooming list management
·  Varioustype of reports generation as per client requirements
·  Managingpost event communications like thanking the delegates, conducting the surveyetc.
·  Creatingreports based on the feedback survey
·  Managingthe mailbox - Answering queries pertaining to registration site, reportingetc
·  Setup reporting requirements and convey what is in scope and out of scope
·  Liaisewith Cvent team (external) to get queries clarified
·  CaptureMeetings & Events related data to Cvent tool
·  Updatemanual trackers and tools as per the requirements set by supervisor

Knowledge and Skills Requirements:

·  Excellent spoken and written communication skills in English
·  Excellent interpersonal and organizational skills
·  Ability to work effectively with clients, management and staff members
·  Experience with online attendee management programs, HTML, JavaScript and database management
·  Experience or knowledge on Mobile App technologies
·  Ample experience in usage of Microsoft Office applications (Mostly MS Excel and MS Outlook)
·  Abilityto manage multiple projects simultaneously and work under stress
·  Self-starterwho takes initiative and can work with minimal supervision
·  Ability to gain the confidence and cooperation of stakeholders
·  Workswell in a team environment and within a virtual team
·  Flexibleto travel for onsite support and project team meetings (when needed)
·  Provenrecord of superior customer service behavior
·  Ability and willingness to work in a multicultural and diverse environment and flexstyle as appropriate
·  Designingand creativity abilities
·  Respondwell to deadlines and work outside of normal hours when required

 

 

JobRequirements:

Education:

·  Anygraduate or above, preferably technical

Experience :

·  2-4years of experience in a large multi-national corporation, preferably inCustomer Service or Technical Support
·  Experienceworking in a team environment interacting with multi-national customers
·  Musthave good experience on MS Outlook and online tools
·  Experiencein website building using template is an added advantage, but not mandatory
·  Experiencein cvent tool would be an added advantage, but not mandatory
·  Experiencein Mobile App builds would be an added advantage, but not mandatory

CertificationRequirements:

·  MobileApp technology (not mandatory)
·  HTML/HTML5(not mandatory)
·  CSS(not mandatory)
·  OtherRequirements:
·  Thisrole is based out of Kochi, India
·  Willingnessto work in shifts (rotational)
·  Occasionaltravel (domestic/international) on a need basis