Registration Coordinator

MCI Group; Amsterdam; Hybrid; EUR 38,000 - 52,000; Full time

Job summary

MCI The Netherlands is seeking a Registration Coordinator in Amsterdam to manage end-to-end registration for international congresses, from online registrations to on-site support for delegates, speakers and sponsors.

You will collaborate with project managers, suppliers and external partners, ensure data accuracy and create reports, dashboards and insights to improve the registration experience in a fast-paced, agile environment.

Qualifications

• Bachelor's degree completed.
• Affinity or experience with international meetings/events sector.
• Strong administrative skills with high attention to detail and accuracy.
• Ownership and accountability in handling data and processes.
• Customer-service orientation with proactive problem solving.

Responsibilities

• Manage end-to-end registration for multiple international congresses.
• Act as primary contact for participants, speakers, sponsors and delegates.
• Maintain accurate participant records and data confidentiality.
• Monitor registrations and produce reports, dashboards and visuals.
• Coordinate communications and setup of registration websites and flows.
• Support onsite registration desks and liaise with external suppliers.
• Identify process improvements and contribute to system optimisations.

Skills

Administrative skills

Attention to detail

Communication skills

Cross-cultural understanding

Team collaboration

Education

Bachelor's degree

Tools

Microsoft Office

Cvent

EventsAir

CRM systems

Reservation systems

Job description

We are a global engagement marketing agency that creates human-centric touchpoints that unleash the power of people to deliver innovation and growth.
Firm believers in the power of building community since 1987, we are helping brands, associations and not-for-profit organisations solve their key people challenges through our core expertise: Live & virtual events, Strategic & digital communications and Consulting & community solutions.
We are an independently owned agency, headquartered in Geneva, Switzerland, with a global presence of 60 offices in 31 countries.

Are you a strong organiser with an eye for detail? Do you enjoy working with systems and data in an international events environment? Would you like to ensure that delegates, speakers, sponsors and other stakeholders have a professional experience, from initial registration through to the event itself?

Then the position of Registration Coordinator at MCI in Amsterdam could be the right opportunity for you.

What will you do?

The Registration Coordinator is responsible for the successful administration and delivery of participant registration services for a portfolio of international congresses ranging from 150 to 8,000 participants and maybe more. The role focuses on managing the end-to-end registration and on-site experience process for delegates, speakers, sponsors, committee members, exhibitors, VIPs and other stakeholders. The position involves close collaboration with (Senior) Project Managers, Project Coordinators, registration materials suppliers such as badge providers, printing software and hardware vendors and various other external stakeholders, whilst requiring strong organisational skills, attention to detail and the ability to manage large volumes of (personal) data and revenue flows through various channels in a fast-paced environment.
The Registration Coordinator will be part of a multi-disciplinary squad, working in an Agile-Scrum environment. This role requires a highly motivated individual who enjoys working with systems, data, technology and international stakeholders.
We are looking for someone with a long-term commitment to continuously improve and help evolve MCI's registration management processes, leveraging digital tools, automation and AI-driven efficiencies where possible.

Your key responsibilities

• Manage the end-to-end registration process (via a registration platform) for multiple international congresses and events, including online registrations, payment processing, confirmations, amendments, cancellations, reporting and ultimately a financial reconciliation
• Act as the primary point of contact for participants, speakers, sponsors, exhibitors, committee members, VIPs and partner organisations regarding registration and accommodation-related matters.
• Maintain accurate participant records and ensure the integrity, quality and confidentiality of registration data within registration and accommodation management systems.
• Monitor registration trends and produce regular reports, dashboards and data visualisations to support project teams and clients in decision-making.
• Coordinate participant communications, including registration confirmations, payment reminders, visa invitation letters, accommodation information and event updates.
• Coordinate the setup, testing and maintenance of registration websites, forms, participant journeys and event databases.
• Manage shared registration and congress inboxes and respond to enquiries in a timely and professional manner.
• Identify registration process improvements and contribute to the optimisation of systems, workflows and customer experience.
• Support project teams through accurate administration, stakeholder communication and project coordination activities.
• Escalate risks, issues and complex participant requests to more experienced team members when appropriate.
• Monitor registration payments, support invoicing processes, process refunds where applicable and maintain accurate financial records within registration systems
• Be an active member of the onsite event team, managing registration and accommodation desks/offices and ensuring excellent participant support during congresses and events.
• Act as main point of contact for external suppliers such as (and not limited to) badge providers, lanyards, printing software and hardware vendors, mobile app builders, etc.
• Provide support to other parts of the Institutional Division, as required, in the interest of MCI The Netherlands.

How do we work?

Within our self-managed squads, colleagues with different areas of expertise work together on international projects.

Open communication, feedback, self-evaluation and shared responsibility are important elements of how we work. You will have the opportunity to learn, develop and actively contribute ideas on how we can make our services smarter and more efficient.

We are therefore looking for someone who not only works accurately and reliably, but who also actively identifies opportunities for improvement. This could include the effective use of digital tools, automation and approved AI applications.

Job requirements

• Minimum of a completed Bachelor’s degree and corresponding level of working and thinking ability;
• Affinity or experience with the (international) Meeting & Events / Congress / Association / Hospitality industry;
• Strong administrative and organisational skills, with excellent attention to detail and accuracy;
• Strong sense of ownership and accountability
• Customer-service oriented with a proactive and solution-focused attitude;
• Positive mindset – eager to learn, grow, and have fun at work
• Easily adaptable to multiple changes within a project scope, team composition or peak season;
• Strong inter-personal skills including cross-cultural understanding
• Genuine interest in technology, automation and AI-driven process improvements

Specific technical skills

• Strong computer skills are essential: highly proficient levels in Microsoft Office programs.
• Previous experience with registration software, event management platforms, CRM systems and/or reservation systems is a strong advantage (eg.: Cvent, EventsAir, BCom);
• Ability to multitask, manage, analyse and interpret large volumes of participant data accurately;
• Experience in creating reports, dashboards and data visualisations is an advantage;
• Fluent written and spoken English is essential, with strong business communication skills
• Affinity with or a background in financial reporting and / or revenue collection
• Database management knowledge is an asset
• Comfortable learning and adopting new digital tools and technologies;
• Able to use approved digital and AI tools responsibly to improve efficiency, quality, consistency and knowledge sharing, in line with internal guidelines.

MCI is where you can bring your true self to work and be proud of what you do. Join us and make a difference!