Meetings and Events Client Finance Co-ordinator

Job Title: Meetings and Events Project Co-ordinator Brand: Emota Location: UK: Ashby-de-la-Zouch or Manchester (min 2 days a week in your nearest office, with the remaining 3 days able to be worked remotely) Reporting to: Senior Project Manager Direct report(s): None A BIT ABOUT THE ROLE … You will work for one or more of our clients, organising and co-ordinating the logistics of registration, travel, transfers and accommodation to provide a delegate experience. This role, which includes national and international travel, will support the Project Manager and designated team in the delivery of the delegate management experience, both pre, on-site and post event. By being responsible for the delegate experience you will work on a range of meetings and events including investigator meetings, advisory boards, congresses, conferences, gala dinners, sales meetings and KOL meetings. We offer a comprehensive benefits package to you including volunteer days, enhanced annual leave with an option to buy/sell, company pension, life and health insurance and many other benefits. WHAT WILL YOU DO … Delegate and Database Management: · Set-up and administer event websites. Including collation and inputting of delegate details · Manage the invitation and attendee management process including meeting registration, air travel, housing and ground transportation · Manage attendee communications and associated timelines · Ensure Project Manager is up to date with all aspects of delegate arrangements throughout the course of the programme · Produce signage, badges, on-site manuals and other documentation · Order currency, uniforms, mobile phones, laptops and other on-site equipment · On-site attendance at events · Help with the selection of venues and production of event proposals · To be mindful of environmental sustainability in all aspects of your role and incorporate this mindset in your approach Client Liaison and Development: · Setting-up and maintenance of client files from confirmation of event to completion and evaluation · Manage client communications and associated timelines · Foster the development of your client account by managing delegate relationships through operational delivery Budget Management: · Deliver financial aspects of events following company processes · Help with identification and documentation of cost avoidance / saving measures · Comply with company and client invoicing processes · Help with scope management · Help prepare budgets and final reconciliations within agreed timelines WHAT DO YOU NEED TO HAVE … · Within a commutable driving distance (within 1 hour) of either our Ashby-de-la-Zouch or Manchester offices · Either previous event management experience or a degree in event management · Client liaison skills · Team motivator and professional team member · A focus on accuracy, consistency and dedicated to customer service · Intermediate level Excel (can maintain complex spreadsheets) and Microsoft Office Suite · Strong organisation skills and attention to detail · The flexibility and desire to travel overseas A BIT ABOUT US …. Emota is an award-winning global events agency that creates and delivers engaging, impactful experiences. Part of Inizio Engage XD, we are an unusually shaped communications group that creates experiences that inspire lasting change. We partner with clients to provide employee engagement, learning and training solutions, scientific engagement and capability building, all underpinned by applied behavioural science. We engage internal and external audiences through the delivery of live and virtual experiences, film, digital, and immersive content. Don't meet every job requirement? That's okay! Our company is dedicated to building a diverse, inclusive, and authentic workplace. If you're excited about this role, but your experience doesn't perfectly fit every qualification, we encourage you to apply anyway. You may be just the right person for this role or others.

Job Title: Meetings and Events Client Finance Co-ordinator Brand: Emota Location: UK: Ashby-de-la-Zouch or Manchester (working min 2 days a week to the office closest to you with the remaining 3 days able to work remotely) Reporting to: Client Operations Manager Direct report(s): None A BIT ABOUT THE ROLE … You will manage financial processes for client projects from set-up to closure. Main responsibilities include ensuring accurate project set-up and updates in the finance system, tracking and reconciling costs, maintaining compliance with company and client procedures, and supporting invoicing and payments. You will communicate with clients and our teams on financial matters, contribute to financial meetings, and help ensure all documentation and files are audit ready. Supporting finance-related training for new team members, you will assist with data and reporting needs, and maintain client satisfaction by meeting important performance and service level agreements. We offer a comprehensive benefits package to you including volunteer days, enhanced annual leave with an option to buy/sell, company pension, life and health insurance and many other benefits. WHAT WILL YOU DO … Financial Control and Management: · Set up projects on the finance system and manage ongoing project updates · Ensure quality and accuracy of output following company financial procedures · Ensure all costs are received against an event and assist credit control in chasing client outstanding invoice payments then facilitating job closures of completed projects · Track client PO statuses to ensure they are received within agreed timelines · Ensure that projects are moved to contracted status upon receipt of client PO and contracts are set up on the financial system ready for invoicing · Ensure client POs are checked for accuracy upon receipt and saved in correct location on the system · Review financial system with budget and final reconciliation figures, maintaining accuracy within financial system to aid in accurate reporting · Review job status and cash flow for all events within the team including raising deposits invoices and post event invoicing/credits · Review internal financial reports and update · Accountable for health check for events · Review ageing of specific clients, ensuring it ties out and is reported within project closure process · Ensure relevant approval procedures are followed by the team · Ensure client finance SOPs and templates are being followed and they are working · Support with tracking and adherence of client KPI and SLA's relating to finance · Support with data pulling requirements for client needs such as QBR reporting · Raise and tracking commission claims Client Communication: · Monthly reporting to the client on the status of payments · Liaise with your clients regarding financial queries · Interact with client finance stakeholders General: · Attend and contribute at team and financial meetings · Support project teams with finance queries, sourcing answers if not already known · Ensure compliance with all company and client policies and procedures · Apply an understanding of clients' businesses and products · Assist new starters by conducting finance training covering both Emota and client processes. · Understand, apply and promote our mission, vision and values · To achieve quality and accuracy of output following company processes and client expectations · To organise, plan and prioritise own workload to meet goals and deadlines WHAT DO YOU NEED TO HAVE … · A minimum of 2 years working in a corporate finance related role · Advanced level of Excel (can maintain complex spreadsheets) and intermediate level of Word and PowerPoint Client liaison skills · Prior usage and knowledge of one of more of the following platforms would be advantageous - Oracle, Cvent and/or Procim · Client liaison skills · Team motivator and professional team member · A focus on accuracy, detail, consistency and dedicated to customer service · A proactive, can-do, attitude · Calm and exceptional organizational skills with the ability to work to strict deadlines whilst ensuring the highest standard of work · Live within a commutable (within 1 hour commute) of either our office in Ashby-de-la-Zouch or Manchester A BIT ABOUT US …. Emota is an award-winning global events agency that creates and delivers engaging, impactful experiences. Part of Inizio Engage XD, we are an unusually shaped communications group that creates experiences that inspire lasting change. We partner with clients to provide employee engagement, learning and training solutions, scientific engagement and capability building, all underpinned by applied behavioural science. We engage internal and external audiences through the delivery of live and virtual experiences, film, digital, and immersive content. Don't meet every job requirement? That's okay! Our company is dedicated to building a diverse, inclusive, and authentic workplace. If you're excited about this role, but your experience doesn't perfectly fit every qualification, we encourage you to apply anyway. You may be just the right person for this role or others.