Key Responsibilities
- Assist with the end‑to‑end coordination of MICE events (meetings, incentives, conferences, exhibitions), including timelines, checklists, and documentation.
- Prepare basic proposals, quotations, and costing based on client briefs, using agreed products, destinations, and rate guidelines.
- Liaise with hotels, venues, DMCs, transport providers, and other suppliers to obtain rates, availability, and service confirmations.
- Support site inspections and venue evaluations by arranging appointments, collating information, and preparing visit schedules.
- Maintain accurate event files, databases, and reports, including participant lists, rooming lists, and service orders.
- Coordinate registration, travel, and accommodation details for participants, and provide information and support before and during the event.
- Monitor service delivery during events, flag issues promptly, and help implement on‑site solutions with the project manager or senior event manager.
- Assist with post‑event tasks such as feedback collection, supplier reconciliation, and preparation of invoices and basic financial summaries.
- Contribute to general administrative tasks for the MICE team (data entry, document preparation, research on venues and destinations).
Specialized Knowledge, Skills, and Attributes Required to be Successful
- Must be TICO certified
- Experience in events, hospitality, corporate travel, or MICE operations (often 1–3 years in a coordinating or administrative role).
- Strong organizational and time‑management skills, with the ability to handle multiple events and deadlines simultaneously.
- Good communication skills (written and verbal) and a client‑service mindset, with confidence to liaise with both clients and suppliers.
- Proficiency in office software (e.g., Outlook, Excel, PowerPoint) and basic familiarity with CRM or booking systems is an advantage.
- High attention to detail, accuracy in documentation, and comfort working with budgets and basic numbers.
- Flexibility to work occasional evenings, weekends, and travel for site visits or on‑site event support as required.
Working Conditions
- Call centre environment - home-based/remote or hybrid
- Monday to Friday from 9:00 am – 5:00 pm (EST). Flexibility to work occasional evenings, weekends, and travel for site visits or on‑site event support as required.
- 37.5 hours per week