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Project Coordinator

7 months ago

Montréal, Canada MCI Group Full time

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 on-going 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 project-related 3rd-party 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
- On-site 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 up-to-date 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 day-to-day 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 job-related 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 fast-paced team environment, able to meet deadlines and multitask
- Well-developed time management & problem-solving skills: highly organized, efficient, and detail-oriented
- Responsible and able to work both