Show Admin and Customer Service Manager

3 months ago


Abu Dhabi, United Arab Emirates RELX Full time

POST CONTRACT PROCESSING
- Process the signed exhibitor participation contract internal
- Provide documentation to finance for upgrade, downgrade or cancellation of the stand and keep the exhibitor list updated
- Send invoice and facilitate payment collection, make sure that the collection forecast is updated and signed off every week
- Update exhibitor list, making sure the exhibitor contacts are updated and stand details are in line with the Floor plan

EXHIBITOR SERVICES
- Communicate the Exhibitor Manual, deadline and mandatory forms with exhibitors once the Manual is live
- Develop & share exhibitors briefing (Exhibitor Guide, FAQ & Manual & Forms/COVID- 19 rules)
- Collate information for exhibitor directory and products, making sure to be completed within the deadline or maximum two weeks prior the event
- To oversee the risk in terms of forms submission deadlines and be able to take actions independently, if needed
- Develop & share exhibitor e-signature and e
- invitations
- Coordinate with Marketing to post Exhibitors on the event social media page. To share the link with exhibitors
- Gather the stand visuals from exhibitors who booked stand packages & share with the appointed contractors
- Follow up on the mandatory forms prior to the deadline

BADGE REGISTRATION
- Manage the badge registration for exhibitors, organizers, contractors, suppliers and speakers
- Provide a briefing with the registration company to build the system
- Develop a walk-through document which will be used by the exhibitors and CS Team
- Manage Exhibitor log-in generation (by bulk or individual)
- Coordinate with the supplier the deadline for printing and onsite distribution schedule

SPONSORS DELIVERABLES & SERVICES
- Appoint someone from RXPH Team & provide a briefing
- Provide the signed contracts to update the tracking sheet, identify the deliverable based on the team’s responsibility
- Monitor the progress on a weekly /adhoc basis (with Marketing team)
- Deliver the VIP/ sponsor passes as per the agreement

ONSITE EXHIBITOR SERVICES MANAGEMENT
- Manage onsite exhibitor help desk & customer service
- Brief & manage the onsite temp staff at the exhibitor help desk with the information they need to answer all the inquiries from exhibitor
- Responsible for briefing exhibitors on badge collection schedule, suppliers, teams contact, COVID- 19 rules & other general information

EXHIBITOR ZONE/ ONLINE EXHIBITOR DIRECTORY/ WEBSITE
- Responsible for Exhibitor Zone update at the atlas back-end (content + template)
- Update Exhibitor Directory page on the event website page
- Assist/ guide Exhibitors on promoting their company online which will include contact details, company profile, product images & description, press releases, brochures, marketing materials and link to social networks
- Generate Log-in details to access the Exhibitor zone/ badge registration & share with them
- Follow up on the new products/ innovations
- Follow up and complete the Business Connect contact forms

BUDGET MONITORING/ SUPPLIERS APPOINTMENT
- Monitor the budget, making sure that cost is in line with the previous edition or lower if possible
- Support on suppliers’ appointment and documentation assessment via OneTrust System. Coordinate the required document with the involved team (MSA + SOW)
- Responsible for appointing key suppliers & contract negotiation (hotels, exhibitors’ reception, transportation & travel agent)

EVENT LICENCE & SPEAKERS LOGISTICS
- Manage the flights, hotel bookings & visa processing of the speakers

OPERATIONS
- Work with OPS Team and RXPH to update the exhibitor Manual & Forms
- Appoint a Team in RXPH to manage OPS task related (Capital suites & contractors badge registration). Prepare briefing documents & monitor the progress.
- Update and share the exhibitor list with OPS appointed suppliers
- To conduct a Floor Plan reconciliation with Finance, Sales Team a week before the event and immediately after the show to ensure that all space sold and given for free are completely recorded

GENERAL RESPONSIBILITIES:

- Manage key companies and stakeholders’ communication
- Responsible for appointing and conducting a training for exhibitor services team (RXPH & temp staff)
- Coordination with key partners on VIP badge registration/ admin documentation & other inquiries
- Team's support (flights, reimbursements etc)
- Assist the team in reporting (e-revenue, exhibitor stats)
- Assist the team in updating the Salesforce
- Manage exhibitor vendor registration (applicable mainly for government exhibitors)
- Oversee RXPH Team and monitor the progress of the project
- Work closely with RXPH customer service (exhibitor + visitor), OPS, sponsorship fulfillment, digital & finance to support on WFES deliverables
- Arrange courier for (invoices, letters, cheque collections)

RELX is an equal opportunity employer: qualified applicants are considered for and treated during employment without regard to race, color, creed, religion, se



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