Congress Operations & Registration Specialist

ECLARO; Quezon City; On-site; PHP 335,000 - 670,000; Full time

Job summary

ECLARO is seeking a Congress Support Coordinator to help plan and execute regional and national congresses. You will manage registrations, payments, hotel bookings, badge registrations, and vendor communications, ensuring accuracy and timeliness.

Working across Client's Events Hub and Smartsheet, you will maintain event records, payment details, receipts, and attendee logistics, coordinating with vendors and internal teams to meet deadlines.

Qualifications

• Strong organizational skills and attention to detail.
• Ability to manage multiple congresses, deadlines, vendors, and attendee logistics.
• Experience with event coordination, congress support, payment tracking, or administrative operations.
• Familiarity with tracking tools and internal systems such as Smartsheet, Excel, and event platforms.
• Strong written communication skills for vendor and attendee coordination.
• Ability to accurately maintain documentation, receipts, payment details, and status updates.

Responsibilities

• Support the congress approval workflow, including attendee registration, exhibitor registration, and payment processing via credit card, ACH, or check.
• Coordinate with vendors to confirm participation, obtain payment requirements, manage badge registrations, and submit exhibitor registration forms when needed.
• Update congress records in Client's Events Hub, including final cost, payment completion, payment date, receipt documentation, and congress status.
• Maintain tracking documents and ensure event information remains current throughout the congress planning process.
• Coordinate booth logistics with the exhibit vendor, including show services ordering, booth shipping, and material handling.
• Coordinate national congress logistics by maintaining Smartsheet forms and trackers, collecting attendee information, and ensuring tasks are completed on schedule.
• Manage attendee hotel accommodation by securing group-rate reservations, processing booking requests, coordinating modifications, and distributing confirmation details.

Skills

Organizational skills

Multi-congress management

Event coordination experience

Tracking tools & systems

Written communication

Documentation handling

Tools

Smartsheet

Excel

Event platforms

Job description

ECLARO is seeking a Congress Support Coordinator to help plan and execute regional and national congresses. You will manage registrations, payments, hotel bookings, badge registrations, and vendor communications, ensuring accuracy and timeliness.

Working across Client's Events Hub and Smartsheet, you will maintain event records, payment details, receipts, and attendee logistics, coordinating with vendors and internal teams to meet deadlines.