Meetings and Events Project Co-ordinator

Job Title: Meetings and Events Project Manager Brand: Emota Location: UK: Ashby-de-la-Zouch or Manchester, (working min 2 days a week from nearest office with remaining 3 days able to be worked remotely) Reporting to: Project Director Direct report(s): None A BIT ABOUT THE ROLE … Reporting into a Project Director you will manage global meetings, events and congress participation for our pharmaceutical clients. You will ensure each event is profitable, compliant and meets clients and team's expectations. You will be responsible for all logistical elements and budget management and be supported by a Project Executive who will manage the attendee participation. This role, which includes national and international travel, will involve client partner, supplier and financial management at all stages of the delivery - pre, on-site and post event. We offer a comprehensive benefits package to you including volunteer days, enhanced annual leave with an option to buy/sell, company pension, life and health insurance and many other benefits. WHAT WILL YOU DO … Project Management: · Manage all venues and associated logistical arrangements including congress attendance and business centre, dinners and break-outs and housing blocks and attrition · Manage congress sponsorship activity on behalf of your client including approval process, liaison with client contracting team and booth providers · Manage and co-ordinate client requirements with all 3rd party suppliers/internal service providers · Produce, manage and circulate important communications e.g. weekly status reports to all main meeting partners · Travel on-site to conduct site inspections including planning meetings with all suppliers and for delivery of the event · Manage post event metric reporting Client Liaison and Development: · Deliver first class customer service following clients goals · Plan, attend and implement client planning meetings – face-to-face, hybrid and virtual including debriefs Financial Management: · Responsible for the preparation and maintenance of budgets, throughout the lifecycle of each event including approving invoices · Ensure financial tracking of each event and conduct regular 'health checks' to ensure positive cash flow · Accomplish scope management – to identify and charge clients for out-of-scope activities · Track cost avoidance / saving measures · Ensure compliance with company and client invoicing processes · Responsible for the preparation and maintenance of congress cross charge budgets, throughout the lifecycle of each event General: · To work with appropriate support departments to ensure the delivery of client measurables · Assist new starters by taking on the role of 'Buddy' · Apply our mission, vision and values · Comply with all company and client procedures · Maintain good long-term relationships with hotels, venues and suppliers, to ensure the best value for money for your clients · Be an ambassador for the agency · To be mindful of environmental sustainability in all aspects of your role and incorporate this mindset in your approach WHAT DO YOU NEED TO HAVE … · Organiser with a minimum of 4 years event management delivery of corporate events . Live within a commutable distance (within 1 hour) of either our Ashby-de-la-Zouch or Manchester offices · Experience managing event budgets from initial budget, through revisions and reconciliation · Client liaison skills · Team motivator and professional team member · A focus on accuracy, detail, consistency and dedicated to customer service · Intermediate level Excel (can maintain complex spreadsheets) · The ability and desire to travel on-site internationally A BIT ABOUT US …. Emota is an award-winning global events agency that creates and delivers engaging, impactful experiences. Inizio Engage XD is an unusually shaped communications group that creates experiences that inspire lasting change. We partner with clients to provide employee engagement, learning and training solutions, scientific engagement and capability building, all underpinned by applied behavioural science. We engage internal and external audiences through the delivery of live and virtual experiences, film, digital, and immersive content. Don't meet every job requirement? That's okay! Our company is dedicated to building a diverse, inclusive, and authentic workplace. If you're excited about this role, but your experience doesn't perfectly fit every qualification, we encourage you to apply anyway. You may be just the right person for this role or others.

Job Title: Meetings and Events Client Finance Co-ordinator Brand: Emota Location: UK: Ashby-de-la-Zouch or Manchester (working min 2 days a week to the office closest to you with the remaining 3 days able to work remotely) Reporting to: Client Operations Manager Direct report(s): None A BIT ABOUT THE ROLE … You will manage financial processes for client projects from set-up to closure. Main responsibilities include ensuring accurate project set-up and updates in the finance system, tracking and reconciling costs, maintaining compliance with company and client procedures, and supporting invoicing and payments. You will communicate with clients and our teams on financial matters, contribute to financial meetings, and help ensure all documentation and files are audit ready. Supporting finance-related training for new team members, you will assist with data and reporting needs, and maintain client satisfaction by meeting important performance and service level agreements. We offer a comprehensive benefits package to you including volunteer days, enhanced annual leave with an option to buy/sell, company pension, life and health insurance and many other benefits. WHAT WILL YOU DO … Financial Control and Management: · Set up projects on the finance system and manage ongoing project updates · Ensure quality and accuracy of output following company financial procedures · Ensure all costs are received against an event and assist credit control in chasing client outstanding invoice payments then facilitating job closures of completed projects · Track client PO statuses to ensure they are received within agreed timelines · Ensure that projects are moved to contracted status upon receipt of client PO and contracts are set up on the financial system ready for invoicing · Ensure client POs are checked for accuracy upon receipt and saved in correct location on the system · Review financial system with budget and final reconciliation figures, maintaining accuracy within financial system to aid in accurate reporting · Review job status and cash flow for all events within the team including raising deposits invoices and post event invoicing/credits · Review internal financial reports and update · Accountable for health check for events · Review ageing of specific clients, ensuring it ties out and is reported within project closure process · Ensure relevant approval procedures are followed by the team · Ensure client finance SOPs and templates are being followed and they are working · Support with tracking and adherence of client KPI and SLA's relating to finance · Support with data pulling requirements for client needs such as QBR reporting · Raise and tracking commission claims Client Communication: · Monthly reporting to the client on the status of payments · Liaise with your clients regarding financial queries · Interact with client finance stakeholders General: · Attend and contribute at team and financial meetings · Support project teams with finance queries, sourcing answers if not already known · Ensure compliance with all company and client policies and procedures · Apply an understanding of clients' businesses and products · Assist new starters by conducting finance training covering both Emota and client processes. · Understand, apply and promote our mission, vision and values · To achieve quality and accuracy of output following company processes and client expectations · To organise, plan and prioritise own workload to meet goals and deadlines WHAT DO YOU NEED TO HAVE … · A minimum of 2 years working in a corporate finance related role · Advanced level of Excel (can maintain complex spreadsheets) and intermediate level of Word and PowerPoint Client liaison skills · Prior usage and knowledge of one of more of the following platforms would be advantageous - Oracle, Cvent and/or Procim · Client liaison skills · Team motivator and professional team member · A focus on accuracy, detail, consistency and dedicated to customer service · A proactive, can-do, attitude · Calm and exceptional organizational skills with the ability to work to strict deadlines whilst ensuring the highest standard of work · Live within a commutable (within 1 hour commute) of either our office in Ashby-de-la-Zouch or Manchester A BIT ABOUT US …. Emota is an award-winning global events agency that creates and delivers engaging, impactful experiences. Part of Inizio Engage XD, we are an unusually shaped communications group that creates experiences that inspire lasting change. We partner with clients to provide employee engagement, learning and training solutions, scientific engagement and capability building, all underpinned by applied behavioural science. We engage internal and external audiences through the delivery of live and virtual experiences, film, digital, and immersive content. Don't meet every job requirement? That's okay! Our company is dedicated to building a diverse, inclusive, and authentic workplace. If you're excited about this role, but your experience doesn't perfectly fit every qualification, we encourage you to apply anyway. You may be just the right person for this role or others.