Operations Coordinator

About Us:

At BCD Meetings & Events (BCD M&E), we provide more than meeting and event planning services: we create connections that inspire, motivate and change behavior for our customers. As the world’s most trusted and innovative meetings and events agency, BCD M&E cultivates a culture of people, passion and purpose to drive business forward.

Headquartered in Chicago, with locations in 50+ countries across the world, BCD M&E’s team of 2,000 people are committed to sustainability and driving success for our customers, our business and ourselves. Our values are at the heart of everything we do, and we look for people that want to be a part of something special, can rise to our standards and love to bring their unique perspective to the table.

While we can’t guarantee every day will be the best (who can?), we can promise a community of people who genuinely care and lead with empathy, a flexible workplace with awesome perks and challenging work that means something.

See what life is about at BCD M&E at bcdme.com/careers

Position: Operations Coordinator

Location: Mumbai, India

Employment Type: Full-time

Role Overview

The Operations Coordinator is responsible for managing all of the client assigned needs in relation to events organized within India and outside India. The Operations Coordinator will need to work very closely with client stakeholders and ensure that all of the client’s requirements are properly and professionally managed and communicated to the BCD Meetings & Events organizing team. The Operations Coordinator must be able to travel when required and able to commit to long working hours.

Essential Duties and Responsibilities:

Job Specific Essential Duties & Responsibilities:

• Work with client and event team to develop, coordinate and implement meetings, incentives and events
• Create and develop program timeline, ensure deadlines are met accordingly
• Conduct site inspections as required; follow up with site inspection notes, revised estimated budget, program itinerary and program timeline
• Conduct pre-program briefings and post-program debriefings
• Facilitate the creative direction and fulfillment of program-related participant and host communications materials, including, but not limited to websites, save the dates, room gifts, pre-trip and on-site materials etc.
• Assist in the development and presentation of sales pitches and proposals.
• Follow proper event process and standards set out by client & the events team
• Work very closely with the events team in ensuring accurate and timely information is clearly communicated
• Participates in regular group meetings with client stakeholders, events team, and any officially appointed third-party partners of BCD Meetings & Events
• Reconcile all final billing on-site prior to final billing being sent to Finance
• Prepare program-related Invoice and Payment Request Forms, ensure timely payment of all supplier/vendor bills and oversee the invoice payment of deposits with the necessary follow-ups
• Manage program budgets, present to Manager for review and approval.
• Track and manage air, hotel and vendor attrition, cancellation and deposit schedules.
• Source and negotiate hotel, air, venue, etc. contracts, utilizing and leveraging on preferred and approved partners

Other:

This job description is not designed to contain a comprehensive listing of activities, duties or responsibilities that are required for this position. The employee may be asked to perform other duties and responsibilities, as necessary.

Qualifications

• Minimum of 2 to 3 years’ experience in planning meetings, incentives, conventions, conferences and/or special events
• Proficiency in Microsoft Office applications
• Knowledge of accounting and payment process
• Knowledge of Events industry and destination knowledge
• Good analytical skills, general understanding of accounting, budget and profit and loss statements
• Strong organizational and coordination skills
• Strong client relationship and customer service
• Strong communication skills, including public speaking and client presentations

About Us

BCD Meetings & Events is a global leader in creating experiences that connect organizations with the people who matter most. With 1,900 passionate professionals across 60+ countries, we deliver services in event design, brand experience, meetings management, production, venue sourcing, and sports hospitality. Learn more at www.bcdme.com.

How to apply: Click apply now to be considered

THE PERKS

Flexible Working

We believe that a flexible working environment is key to getting the best out of our teams. We will support you to work where you need to and when you need to, depending on how you work best.

Room to Grow

Our line of work and business structure challenge our people in a way that inspires growth, with learning and development built into every role. We give individuals ownership over the direction and speed in which they grow.

Everyone has a voice

We thrive on conversations that spark curiosity and empathy. No matter how big or how small, every voice is heard, considered and respected.

Make your move

The diversity of roles across BCD M&E’s global locations means that our people often find new adventures during their time with us.

We’ve got you covered our extensive benefits include comprehensive healthcare, continued education support, diverse work locations, travel and hotel discounts, volunteer and sustainability opportunities and a successful employee recognition program.

We’re positive. You’ll love it.

It starts from the top. Our leaders lead with positivity, believe in our people and trust us to do the right thing. There will always be support along your journey, in little and big ways.