ASSISTENTE DE EVENTOS

BCD Travel; São Paulo; On-site; BRL 36,000 - 61,000; Full time

Job summary

BCD, São Paulo-based, seeks an Events Assistant to support budgeting, billing, and financial reporting for assigned meetings and programs.

Responsibilities include data entry in StarCite and Maconomy, final budget reviews, journal entries, and coordinating with planners and vendors to ensure accuracy and timely invoicing.

Responsibilities

• Spend and cost savings data entry into StarCite meeting management tool.
• Quality control of final budgets for accuracy in spend and savings reporting.
• Enter final billing budget into Maconomy
• Complete final reconciliation of program ledger and update Analytix reporting to reflect final financial summary document
• Prepare final labor reports
• Identify revenue variances between original and final bill
• Identify billing opportunities to maximize revenue
• Monitor group balance transactions and make additional revenue adjustments as necessary
• Prepare final closing invoice in Maconomy and close program
• Prepare journal entries, job reallocations, revenue adjusting entries and invoices as required
• Resolve billing discrepancies with vendors
• Evaluate the accuracy and completeness of on-site billing
• Reconcile all vendor invoices against on-site billing documents and purchase agreements
• Review vendor invoices and compare against vendor contracts to ensure accuracy.
• Manage billing reconciliation process for meeting and event expenditures.
• Work with planning leads to produce accurate final invoices.
• Execute payments within client guidelines and policies.
• Perform audit and file close out procedures within customer required timeline.
• Prepare final billing according to client and internal guidelines. Review with the Program Manager and Account Executive and make changes as necessary.
• Manage and track discrepancies, discounts and/or credits and communicate as necessary.
• Ensure all required financial documentation is uploaded to customer meeting management system.
• Provide client with necessary backup and documentation upon request.

Job description

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ASSISTENTE DE EVENTOS

Date: Oct 29, 2026

Company: BCD

Job Specific Essential Duties & Responsibilities:

Data Accuracy & Reporting

• Spend and cost savings data entry into StarCite meeting management tool.
• Quality control of final budgets for accuracy in spend and savings reporting.
• Enter final billing budget into Maconomy
• Complete final reconciliation of program ledger and update Analytix reporting to reflect final financial summary document
• Prepare final labor reports
• Identify revenue variances between original and final bill
• Identify billing opportunities to maximize revenue
• Monitor group balance transactions and make additional revenue adjustments as necessary
• Prepare final closing invoice in Maconomy and close program
• Prepare journal entries, job reallocations, revenue adjusting entries and invoices as required
• Resolve billing discrepancies with vendors
• Evaluate the accuracy and completeness of on-site billing
• Reconcile all vendor invoices against on-site billing documents and purchase agreements
• Review vendor invoices and compare against vendor contracts to ensure accuracy.

Project Management

• Manage billing reconciliation process for meeting and event expenditures.
• Work with planning leads to produce accurate final invoices.
• Execute payments within client guidelines and policies.
• Perform audit and file close out procedures within customer required timeline.
• Prepare final billing according to client and internal guidelines. Review with the Program Manager and Account Executive and make changes as necessary.

Communication

• Manage and track discrepancies, discounts and/or credits and communicate as necessary.
• Ensure all required financial documentation is uploaded to customer meeting management system.
• Provide client with necessary backup and documentation upon request.