Registration Manager jobs in Alexandria, VA

About Us

Summary

Essential Duties & Responsibilities

• Point of contact for client inquiries regarding registration and housing under the oversight of the Registration Director. Contributes to providing specialized end to end conference and event registration and housing strategy, planning and execution of corporate client events, special and ancillary events and experiential activations not to exceed 500 attendees.
• Project scope responsibilities include: the development, build and management of custom databases with a 3rd party vendor for smaller/less complex corporate events, the creation of detailed event project and attendee communication plans, workflows and timelines for each registration path, ensuring the creation and distribution of team call agendas and notes, documentation of project areas, onsite staffing management, materials distribution, onsite credentialing, housing inventory management, data quality control, and overall reporting.
• Implements departmental processes, while being proactive and effective in this area, and seen as subject matter-expert in their area of focus. Owns and drives improvement upon area of focus processes in conjunction with Registration Director.
• Effectively manages relationships with clients and vendors. Advises client Account Manager, Project Lead and Registration Director of any potential causes of concern.
• Regularly uses advanced Excel formulas, and can create, edit, and present upon reports to client team. Willingness to familiarize themselves with client-specific systems and processes as needed.
• Understands all areas of registration (reg form build, payment collections, attendee communications, housing, reporting) at a high-level and can speak intelligently to clients on these areas. Advise clients as to registration best practices, processes and procedures to maximize the build and management of the registration website.
• Assist with customer service on both assigned and additional registration accounts as needed. Creates post-event debriefs and can propose opportunities for change and improvement to internal stakeholders.
• Management of contracted hotel inventory for conference or event not to exceed 500 attendees.
• Create sub-block plans to ensure adequate inventory is protected for various attendee groups if required; Employees, Press/Analyst, Speakers, Exhibitors, Staff, etc.
• Monitor hotel pick-up on a weekly basis and propose inventory adjustments, as required. Provide weekly hotel reporting to client and assess attrition risk.
• Support the hotel cut-off process and facilitate the distribution of confirmation numbers to attendees. Coordinate setup/people flow, as well as needs and supplies for registration area. Including, but not limited to ordering, and packing/shipping.
• Monitors Registration and Housing hours utilization against budget allocation.
• Advises Account Manager of hours needed to complete tasks not in original budget scope for client to review and approve [Change Orders].
• Ensures flawless execution, quality of service and timely delivery of all necessary components for each event.
• Participates in RFP process for new business and existing clients.

Education & Experience

• Previous agency experience required.
• Prior experience organizing and managing multiple priorities simultaneously in a fast-paced agency environment.
• Bachelor’s degree or equivalent combination of education and experience.
• Experience with Cvent and housing platforms (such as Passkey and MeetingMax) required. A minimum of 3 years of experience in event and registration/housing management and event build.
• Previous experience in registration operation and program support (attendee/housing management, call center support, reporting and complex onsite plans).
• Experience managing programs with 500 attendees.
• Experience in managing account teams and clients, vendors, equipment, timelines and budgets. Experience in sourcing and managing all aspects of registration and housing events including but not limited to badge stock/lanyards, onsite equipment, and temp staffing for both US and international vendors. Flexible and willing to work outside of normal business hours (evenings, weekends) and travel when required to be on-site at events and/or troubleshoot remotely.
• Advanced user of Microsoft Office (Word, Excel and PowerPoint) and Google Drive required. Box experience a plus.

Certificates, Licenses, Registrations

Travel Requirements

Diversity Commitment