仕事内容:
We are Recruiting! – Coordinator, Attendee Experience
【会社概要】
International Conference Services Ltd.（ICS）は、国際会議・イベント運営を専門とするグローバルPCO企業。48年以上にわたり、国内外の団体・企業向けに会議、展示会、イベントの企画・運営を提供している。
【企業文化・勤務環境】
北米・ヨーロッパ・アジアに80名以上の社員を擁する多国籍・リモートファーストの環境。多様なバックグラウンドを持つチームによる協働を重視し、信頼・主体性・成果志向を基盤とした組織文化のもと、国際プロジェクトを推進。
職務概要
国際会議・展示会における参加登録、宿泊管理などの業務を担当。社内プロジェクトチーム、宿泊施設、スポンサー企業および参加者との調整・連携を行い、オンライン・対面・ハイブリッド形式の会議・イベントの円滑な運営を推進。
主な担当業務
参加登録管理
- オンライン登録サイトの設計・構築・運用（イベント管理システム使用）
- 参加登録料金・締切・運用方針の管理
- 参加者、講演者、スポンサー企業、出展者、委員会メンバー等の参加登録管理、問い合わせ対応
- 参加登録状況の分析およびレポーティング（月次・隔月）
- 請求書発行・返金対応・参加者データ管理
- ウェブサイトおよび参加登録情報の継続更新
- 現地登録オペレーションの管理および現地派遣スタッフへのトレーニング実施
- 参加登録証、イベントチケット、参加証明書等の登録関連資材作成
- イベント後アンケート実施および改善提案
宿泊管理
- 宿泊施設とのルームブロック管理および調整
- 過去実績分析をもとにした宿泊需要予測
- 宿泊予約サイト構築・運用
- ルーミングリスト管理・ホテル精算対応
- イベント終了後の宿泊費精算および報告
使用ツール・システム
- Microsoft Office（Excel / Word / PowerPoint / Outlook）
- イベント管理・登録プラットフォーム
- 新規システム導入・運用対応
活かせるスキル
- 国際会議・イベント運営
- プロジェクトコーディネーション
- ステークホルダーマネジメント
- データ管理・レポーティング
- 多国籍チームおよび海外関係者との日英コミュニケーション
- 高い正確性・マルチタスク能力
- リモート環境下でのチーム連携
【福利厚生・勤務環境】
恒久的なリモートワーク制度を導入し、業務用機材（PC、モニター、周辺機器等）の貸与および在宅勤務手当を支給。年次有給休暇に加え、誕生日休暇や年1回の社内交流イベントを実施し、継続的なキャリア開発支援制度を提供。
【勤務条件】
週5日勤務（月～金）、各国・地域の祝日および有給休暇制度を適用。完全禁煙環境。
We are Recruiting! – Coordinator, Attendee Experience
The Company
A highly respected player at an international level, International Conference Services Ltd. (ICS), is a Professional Conference Organizer in business for over 48 years that works with national and international associations and organizations to host conferences, events & tradeshows. Our work is very purposeful - we are “connecting people to facilitate change in the world.”
Remote-First Work Environment
ICS employees work in a remote-first work environment. Our employees truly enjoy the flexibility that remote work brings, and we work hard as a company to stay connected through weekly all-hands meetings and annual in-person get-togethers. Remote work is an important part of our business strategy. There is an opportunity to work from our Vancouver, BC office.
The Culture
With over 80 staff working remotely across North America, Europe, and Asia, we are a diverse international team, and we leverage the strengths that our diversity brings. Everything at ICS is accomplished through the unit of “team” and teamwork is incredibly important to us - trust, support, and empowerment of other team members are defining aspects of our culture. We take pride in what we accomplish as a team, and we regularly celebrate each other as individuals and collectively. ICS is a great fit for people who are results-oriented self-starters, who are energized by a fast-pace of work and who would describe themselves as innovative, solution-oriented and able to think outside of the box.
Registration Responsibilities
- Work closely with the Project Manager to confirm registration rates and cut-off dates.
- Design and set-up online registration sites in necessary software in consultation with the systems team
- Receive and process all delegate registrations (including exhibitors & sponsors, speakers, committee, etc.)
- Report on the status of pre-registration monthly/bi-monthly to Project Manager and Committee.
- Prepare and send invoices upon request
- Update conference websites and registration sites to ensure current information is displayed.
- Train onsite registration team for both virtual and in-person conferences
- Prepare onsite registration kits including Print name badges, tickets, vouchers, participation records
- Prepare virtual live day delegate communication channels in conjunction with conference team.
- Create and send post conference evaluation and certificates of attendance
- Arrange for and set-up all onsite registration equipment and supplies
- Process refunds of registration fees
- Maintain continuous communication with delegates as well as hotel contacts
- Provide a conference registration summary report and recommendations for improvements at the end of each meeting
- Other duties as assigned
Housing Responsibilities
- Manage room blocks and work closely with hotel contacts
- Review the history of an event to ensure the correct room blocks are booked
- Setting up housing booking sites
- Provide rooming lists for hotels
- Reconcile master account upon completion of the event
Education, Experience & Skills required
- 3 years of Experience in a conference and/or events management setting is preferred
- Bilingual in Japanese and English.
- Relevant education or coursework in events management is an asset
- Strong technical skills including Excel skills and proficiency and a demonstrated ability to learn new software quickly
- Very strong communication skills
- Exceptional attention to detail, and focus on preciseness
- Highly organized with an ability to handle a high volume of emails and incoming communications
You must also be familiar and have worked with the following tools:
- Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
- Willingness to learn new software systems as required
The Benefits of Working at ICS
- Our employees work remotely on a permanent basis.
- As an employee you are provided all hardware including company laptop, monitor, headset, mouse, keyboard, and internet-based phone.
- In addition to salary, we offer a monthly work from home allowance to help cover the cost of your home internet and home office expenses
- In addition to vacation time, employees receive a paid day off on their birthday each year
- Fun in-person employee get togethers each year
- ICS prides itself in providing career development opportunities
Holidays
Work is Monday to Friday, all annual holidays observed and you are entitled to annual vacation.
Work Location
Smoking is strictly prohibited in the work place.
Please note: All CVs and resumes must be submitted in English in order for applications to be considered.
勤務時間・曜日:
Work is Monday to Friday, all annual holidays observed and you are entitled to annual vacation.
その他:
Job Type: Full-time
Pay: 3,800,000円 - 4,400,000円 per year
Average number of scheduled working hours (monthly): 160 hour(s) 1 minute(s)
Language:
- English and Japanese (Required)
