About aNd Logistix Inc. (an MCI Company):  

We are a dynamic and forward-thinking event management agency that hosts impactful conferences, bringing together industry leaders, innovators, and visionaries. Our events create meaningful connections, foster collaboration, and drive positive change. If you’re passionate about orchestrating seamless experiences and thrive in a fast-paced environment, this role is for you! 

Position Overview 

As a Registration & Planning Coordinator, you’ll be the operational backbone of our events. You’ll manage attendee registration, coordinate logistics, and play a key role in planning food & beverage, vendor communications, and production timelines. You’ll work closely with our event managers and clients to ensure every detail is executed flawlessly - from the first registration to the final banquet order. 

Roles and Responsibilities 

Registration Management 

• Manage the end-to-end registration process for conferences, including:  

• Support efficient operations and timely website launches  

• Setting up and maintaining accurate registration systems  

• Processing registrations  

• Responding to attendee inquiries via shared inboxes or by phone promptly and professionally  

• Manage and follow up payments  

• Update registration manuals and prepare briefing documents  

• Help manage the go-live schedule for websites  

• Perform data entry tasks accurately and efficiently  

• Print and coordinate name badges and other onsite items  

• Coordinate with marketing teams to promote events, design conference materials, and manage attendee communications  

• Cross check hotel rooming lists  

• Attend meetings, prepare agenda, and take minutes 

Event Planning & Logistics 

• Assist in planning and executing client corporate conferences and special events 

• Coordinate with internal planning teams and external vendors to ensure seamless event execution  

• Help develop and manage event budgets  

• Create detailed critical paths to ensure timely completion of tasks  

• Provide logistical support for event setup, including arranging equipment, signage, and decorations  

• Source and procure event supplies, such as decor, signage, and promotional items  

• Provide support in updating and maintaining function sheets for projects  

• Help manage food and beverage orders 

Onsite Excellence 

• Oversee on-site registration operations, ensuring all attendee check-ins are processed smoothly and any registration issues are resolved promptly 

• Set up and organize the registration area, making sure all materials and equipment are prepared according to event requirements 

• Manage onsite schedules, coordinating with team members to execute event plans and maintain timelines 

• Coordinate onsite logistics, including room setup, audiovisual arrangements, and signage placement to ensure all event spaces meet planning specifications 

• Communicate with vendors and venue staff to address any last-minute adjustments and ensure all event services are delivered as planned 

• Monitor event progress and address emerging needs or challenges, making real-time decisions to keep the event running smoothly 

Post-Event Analysis 

• Prepare post-event reports to measure success and identify areas for improvement   

You will be taught our standards in preparing and coordinating:  

• Go Live Schedule 

• Registration Website and Reports 

• Meeting Minutes 

• Function Sheets 

• Minute by Minute 

• Critical Path Updates 

• Food & Beverage Budgeting 

• Overall Conference Budget 

Qualifications 

• Bachelor’s degree in hospitality management, event planning, business administration or a related field  

• At least 3+ years of experience in the events industry, hospitality, registration, data-management, or related field   

• Must have proven experience and proficiency in Microsoft Office Suite, with a strong emphasis on Excel, as well as registration management software  

• Strong understanding of food & beverage planning and budget management 

• Excellent organizational and multitasking skills  

• Strong attention to detail and proofreading abilities  

• Exceptional communication and interpersonal skills  

• Ability to work independently and as part of a team  

• Flexibility to work evenings and weekends as needed  

• Strong customer service skills 

• Bilingual English/French speaking is an asset