Project Coordinator - Montréal, Canada - MCI Group

MCI Group

Verified Company

Montréal, Canada

3 weeks ago

Posted by:

Sophia Lee

beBee Recruiter

Description

We are a global engagement and marketing agency that creates human-centric touchpoints that unleash the power of people to deliver innovation and growth.

Firm believers in the power of building community since 1987, we are helping brands, associations and not-for-profit organisations solve their key people challenges through our core expertise: Live & virtual events, Strategic & digital communications and Consulting & community solutions.

We are an independently owned agency, headquartered in Geneva, Switzerland, with a global presence of 60 offices in 31 countries.

JOB OBJECTIVE
A key supporting member of our Operations team, the Account Coordinator is responsible for assisting Account Managers and the Operations department in delivering world-class conferences and events in the Corporate Division

MAIN RESPONSIBILITIES

Project Management (45%)

Effectively manages and assists on project/events (design, plan, organise, deliver and measure) by effectively creating and executing against project timelines based on priorities, resource availability, and other project requirements (i.e., budget)._
360° peripheral vision of all ongoing matters within a project
Effectively assist with execution of all project details from start of project
Client communication produce meeting agendas followed by contact reports
Determine timelines and critical dates
Manage a dedicated part of a project, or a basic project
Communicate with vendors when applicable
Prioritize tasks and projects
Source projectrelated 3rdparty vendors appropriately and effectively, primarily from the Global and Local Preferred Partner Lists
Registration management for projects including creation and revisions of registration copy decks, build of registration site (using 3rd party vendors) attendee management, reporting, etc.
App management for projects including creation and revisions of copy decks, build of app, launch and maintenance, etc.
Assist Air Manager in monitoring flight itineraries
Hotel management manage rooming lists, billing requirements, etc.
Create travel itineraries for attendees
Manage/assist with the creation of print & digital collateral
Research/assist with décor, entertainment and gifting proposals
Propose menu recommendations for projects
Onsite support when applicable (may include travel)
Assist with the creation of Function Sheets & Tie-Down meeting requirements

Leadership & Relationship Management (5%)

Systematic identification, analysis and planning of actions to lead, communicate with and influence internal & external stakeholders. Stakeholders include those who have an influence /interest in /impacted by or have role within the project (e.g. internal team, departments, MCI global, clients and suppliers)._

Internal:

Build, maintain & entertain privileged relationships with relevant internal & external stakeholders (project assistants, colleagues, vendors)
Communicate expectations, roles and responsibilities to assistants and interns
Delegate tasks and responsibilities
Provide regular feedback on job performance of internal team (assistants/interns)
Maintaining uptodate documentation and user manuals, while working with colleagues on developing new templates

External:

Acknowledge and monitor stakeholder concerns and capabilities
Communicate effectively with stakeholders
Make recommendations to improve service
Take a client perspective, recognize and meet their needs (Service Orientation)

Financial Management (20%)

Establish record keeping system e.g. receipts
Monitor cash flow procedures
Process approved invoices
Entering costs into financial database

Administration and IT (30%)

Completes procedures, documents, forms, reports that are essential to the daytoday operations of project/events. Masters the systematic use of MCI & other available templates, tools & IT systems._
Capable to identify and gather all information needed to successfully manage projects according to scope defined
Keep records accurate and current
Monitor use and effectiveness of information systems
Effectively use all jobrelated tools and systems, computer hardware/software

DESCRIPTION OF THE RELATIONSHIPS

Reports to Senior Manager, Operations
Internally collaborates primarily with Account Managers & Registration Coordinators
Maintains professional relationships with clients, vendors and temporary staff

JOB REQUIREMENTS

Minimum of one year relevant industry experience, event coordination preferred
Degree or Diploma in Hospitality/Event Management or related field
Excellent verbal and written professional communication skills
Great customer service orientation and a positive attitude
Enjoys working in a fastpaced team environment, able to meet deadlines and multitask
Welldeveloped time management & problemsolving skills: highly organized, efficient, and detailoriented
Responsible and able to work both