Careers

Customer Service Executive and Office Manager

Department: Conferences

Job Purpose:

This role is primarily responsible for managing all communication with delegates who are registering onto Centaur Conferences and providing a seamless, positive customer experience. General office management responsibilities are a secondary part of the role.

This role reports to the Marketing Director.

No recruitment agencies please.

Key Tasks
Customer Service:
- Sets up events in the Conferences registration system - Filemaker
- Deals with all customers in a courteous and efficient manner
- Registers delegates, sponsors, speakers and guests onto the conference registration system with 100% data accuracy (including correct SIC codes, job codes, and all contact details) and sends out confirmation letters to each customer within 24 hours of booking
- Collects data on related delegate names for each booking (eg approving manager, colleague etc)
- Emails T&Cs for telephone bookings and ensures confirmation is received
- Registers sponsorship contracts on the system and manages the invoicing process internally
- Processing credit card payments
- Deals with all delegate queries and problems
- Notifies delegates of venue changes, cancellations etc
- Files all registrations and ensures all documents are securely locked each evening.
- Ensures daily registrations are circulated internally by 5pm each day
- Ensures all bookings are input to Filemaker on the day they come in
- Calls delegates to chase for payment prior to each event and ensures 100% of payments have come in before the event takes place
- Reconciles bank statements with Filemaker system to ensure payment status is up to date on a daily basis
- Prints off and prepares delegate badges, lists, masterforms and liaises with the Event Mgmt team
- Notifying delegates of venue changes as and when they occur
- Ordering supplies and stock such as names badges, name badge paper and event folders as and when required
- Attends events onsite as necessary to help out wherever needed
- Sends out documentation packs to purchasers and chases payment
- Proofs conference brochures for errors
- May help out with updating the conference website when necessary
- Provides detailed analysis reports to the Marketing Director each week on the sources and media used by customers
- Archives old folders

Office Management:
- Ensures general office supplies are ordered and delivered on time and within budget
- Responsible for ensuring office equipment is working
- Liaises with IT and Admin to ensure problems are resolved quickly
- Responsible for magazine circulation issues
- Keeps office environment tidy and liaises with cleaners when required
- Manages supplier relationships
- Arranges office parties and company meetings
- Takes on ad-hoc requests from MD

Skills, Knowledge and Experience

This is an entry-level position. Previous customer service or office management experience is not necessary. The successful candidate will be able to demonstrate the following:
• Confident, outgoing, friendly manner and comfortable contacting customers on the phone
• Eye for detail, delivering accurate and error-free work consistently
• Service-oriented both with external clients and internal team
• Experience in picking up new software packages and technically literate (Excel and Word experience)
• Ability to take on responsibility for the customer service role and come up with new initiatives to improve on our customers’ experience

Hiring Manager
Rachel Foley

Hiring Manager Phone number
020 7970 4118