Senior Registration Coordinator, Full-Time • Meetings + Incentives Division

Position:                       Senior Registration Coordinator, Full-Time

Department:                Meetings & Incentives

Reports to:                   Director of Client Services

Location:                      La Jolla, California (Headquarters)

Position Overview:

The Senior Registration Coordinator is responsible for effective utilization of all client facing event management tools utilized by Cadence.  This position is responsible for planning, designing and building event registration websites and other meeting technology applications (mobile apps, on-demand badge printing, etc).   The position will support Meetings + Incentives operations with assigned program coordination tasks.

Job Responsibilities:

Event Management Technology

  • Designs, builds, and clones simple to advanced Cvent registration websites and CrowdCompass apps
  • Knowledge and usage of On-Arrival technology
  • Knowledge and usage of Passkey
  • Responsible for on-site deployment and support of CrowdCompass app and On-Arrival technologies, as requested
  • Working knowledge of all internal implementation processes related to technology tools, including technology integrations (GDS, mobile apps, etc.)
  • Builds graphic design of banners for website or facilitate Marketing Requests for simple to advanced graphic design as needed

Attendee Management & Program Coordination

  • Determines and documents the scope of each event registration project assigned
  • Liaison between client and Cadence for assigned registration-only or registration/Air-only programs
  • Either independently or with Program/Meetings Managers, develops and utilizes a timeline for program websites, including website launch date, internal and external communication plans (save the dates, invitations, pre-trip communication, etc.)
  • Oversees data integrity and quality control during registration process
  • When required, act as lead Registration Coordinator on programs, performing all attendee management duties, including all communication, reporting, documentation duties, and management of housing blocks and rooming lists for assigned programs
  • Creates simple and advanced custom registration reports based on clients’ needs
  • Responsible for creating, distributing, and reporting on post-program attendee surveys
  • In conjunction with Program/Meetings Manager when necessary, initiates informational turnover meetings with internal operations team prior to website launch.
  • Conducts internal and external meetings post-program debrief meetings.
  • When necessary, supports Program Manager, with creation of program related documents including, save-the-dates, teasers, registration announcements, pre-trip communication and participant name badges
  • Assist with/oversee reconciliation of all final participation data for accurate final attendee report, incorporating cancellations, late additions, walk-ins, etc. to ensure final attendee database is accurate and complete
  • When required, prepare final program billing and track payments, and present final billing to meetings sponsor/contact
  • Troubleshoots registration and/or attendee management issues and escalate to Manager, Meetings Technology & Implementation and/or to Technology Partner (Cvent) when necessary.

Administrative Responsibilities

  • Creates budgets and work orders for registration only programs; ensure client signature is received prior to beginning work on a registration website
  • When required, prepare final program billing and track payments, and present final billing to meetings sponsor/contact
  • Suggests to Director, Client Services improvements to standard procedures for registration website building, including standard inclusions, language and functionality to be used as training documents and manuals in website building and attendee management.
  • Co-facilitates scoping calls for all Cvent technology including CrowdCompass
  • Assists in ongoing training of full-time and part-time Registration Coordinators
  • Tracks labor hours via Toggl per company procedure, using pre-defined tasks
  • Represents Cadence at industry events, including Cvent trainings and events

Company & Culture

  • Support all corporate goals and objectives and follow all company policies
  • Demonstrates and supports all Cadence Customer Service Standards
  • Exhibits respect and fairness to all clients, staff, coworkers, suppliers, and management
  • Demonstrates commitment to overall Cadence success

Core Competencies:

  • Capable of thinking innovatively, strategically and conceptually.
  • Excellent oral and written communication skills.
  • Ability to converse with all levels of personnel
  • Ability provide training/coaching/mentorship to less experienced team members
  • Competency to maintain positive vendor relationships - establishing, developing, and maintaining trust and loyalty over time and through changes.
  • Ability to recommend suppliers - systematically identifying qualified suppliers to fill project openings, taking into consideration project requirements, organizational readiness, changing dynamics, and legal requirements.
  • Effective organizational and time management skills.
  • Strong project management skills.
  • Ability to work independently, developing strategies and action plans and implementing goals and objectives.
  • Ability to manage multiple tasks and changing priorities.
  • Capability of problem solving - Anticipating, initiating and resolving issues.

 Requirements:

  • Bachelor's degree required, preferably in Hospitality, Communications or Marketing
  • Cvent Experience required.  High comfort level with simple website building, with working knowledge of advanced website logic. Proficient in Event Management platform and reporting.
  • Cvent Certification preferred
  • Minimum of 1 years of experience with online registration software and attendee management procedures
  • Minimum 1 years of experience in meetings and events planning and operations
  • Excellent attention to detail with ability to quickly identify and correct discrepancies in data, ability to build and analyze custom reports
  • Excellent oral and written communication skills
  • Beginner knowledge of CrowdCompass mobile application
  • Beginner knowledge of Passkey
  • Proficient in Microsoft Office Programs including Word, Excel and Outlook
  • Ability to prioritize with a sense of urgency
  • Ability to take direction from and support assigned Program Manager
  • Ability to work extended hours (evenings and weekends) as required
  • Ability to communicate clearly with and oversee exercises of Attendee Manager/M&I Coordinator(s)
  • Thrive in a dynamic team environment
  • Passion for customer service and travel
  • Some travel will be required (approximately 5%-10%)
  • Successful execution of Confidentiality and Non-Disclosure agreement with Cadence Meetings + Incentive Travel

To apply, email resumes@cadencetravel.com.

View more job openings at cadencetravel.com/careers.

Melinda PowersComment