To provide administrative support to the entire team and to act as the communication link between the London team and its clients / service providers to ensure an accurate and efficient running of the administration.
KEY ACCOUNTABILITIES / RESULTS AREAS:
Contract and invoice administration
Adding companies in to CRM and creating Orders once London sends contracts
Process and follow up each contract.
Checking floor plan against the contracts to make sure allocated space sqm and type are the same.
Set up template letters for invoicing, payment chasing, cancellations etc.
Follow up each invoice sent out, check that the client has received the invoice and confirm the payment procedures from the individual companies.
E-mail invoice with welcome letter explaining all necessary basic proceedings and deadlines ( marketing, technical, travel and freight, etc info and deadlines)
Keep on top of all collections and chase any late payment.
Create or use London’s template (depending on the show) an up-to-date spreadsheet containing the clients’ contacts, contract, financial, and orders coming through marketing manual.
Prepare Event set-up forms for each show and make sure they are approved and signed off if necessary.
CRM event set up if necessary
To provide whatever administrative support is necessary to ensure the smooth running of the event.
Deal with queries from contracted clients & agents, London office, etc.
Liaise with technical department and send regular exhibitor lists to ITE suppliers (ie; Official Corporate Travel, Freight Agent and Stand Contractor) and build a good and trusting relationship.
Providing London Account with floor plan audit templates by set deadlines
Communicate any criticism or feedback from exhibitors to management
Send out Marketing/Exhibitor Manual, in consultation with ITE London office, with show information, forms to be returned as well as promoting other services such as advertising and sponsorship.
Provide international clients with basic knowledge of the venue.
Collate all advertisements and company descriptions to be entered into the official show catalogue.
Gathering Exhibitor Badges names (& Gate passes list only for Moscow Expocentre shows) in the template provided by London
Planning & Logistic
Create a diary of duties and deadlines to ensure that each task is achieved in due time.
London’s Final Check List to be sent out to all clients as a reminder (min. 3-4 weeks prior to the event) to check that all travel, visa, freight arrangements etc. have been made and that they know every detail required for the show.
Making sure all catalogue deadlines are met and send catalogue database to London
Proof-read of all print material and liaise with London to ensure the material is ready before the deadline.
Send out regular show updates to suppliers (e.g. freight forwarders, travel agents) and the relevant overseas offices.
Send out the visitor’s tickets if applicable
Ensure that all the materials that are needed for the show on-site are sent on time. Liaise with London for freight.
Send the stand numbers to the exhibitors.
Inform the Technical Department when there are amendments or cancellations.
Once received the confirmed floor plans from London, archive the floor plans for each show and venue, including any amended documents.
On-site if the travel is required
Create a diary of duties and responsibilities for the people involved in the event on-site, get it signed off by the Manager
Familiarise yourself with venue & your duties and responsibilities on-site and ensure a smooth running of your tasks.
Assist the team on-site to ensure wherever you can to ensure a smooth running of the event.
Keep a guard file for each show.
To carry out various ad hoc duties as necessary.
Excellent communication and organisational skills
Fluent English verbal and written
Ability to solve problems
Able to juggle several tasks and deliver under pressure
Ability to work on own initiative
Confident in dealing with people at all levels
‘Can-do’ and proactive attitude
A good knowledge of PC packages such as Excel, Word, Outlook.
Some knowledge of the exhibition industry would be desirable
Experience in an office environment.
Experience in coordinating conferences/events
Willing to travel overseas if required
Only candidates present in UAE should apply
Please send your resume on iteeurasianjobsgmail.com
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