{"id":2304941,"url":"https://alion.io/job/bcd-travel-congress-coordinator","title":"Congress Coordinator","company":{"id":7879,"name":"BCD Travel","domain":"bcdtravel.com","url":"https://alion.io/company/bcd-travel","size_band":"1001-5000","is_staffing_agency":false,"employer_type":"direct","is_intermediary":false,"listed_via":null,"ats_vendor":"SuccessFactors","truth_index":{"grade":"A","score":97,"open_postings":3,"ghost_share":0,"stale_share":0.333,"repost_share":0,"time_to_fill_p50_days":15,"computed_at":"2026-10-23T05:54:15Z"}},"role":"Administrative","role_family":"Administrative","seniority":"junior","employment_type":null,"work_mode":"hybrid","remote_scope":null,"remote_scope_basis":null,"remote_working_hours":null,"hiring_geo_confidence":"structured","locations":["Singapore"],"countries":["SG"],"hiring_countries":[],"hiring_countries_total":0,"salary":null,"salary_estimate":{"min_usd":19500,"max_usd":34000,"period":"year","method":"role_seniority_country_remote_cell","sample_n":53},"experience_years_min":2,"visa_sponsorship":false,"relocation_package":false,"has_equity":false,"technologies":[{"name":"Microsoft Office","optional":false}],"status":"live","first_seen_at":"2026-09-24T02:00:00Z","employer_posted_date":"2026-09-24","last_verified_at":"2026-10-23T04:19:57Z","board_verified":true,"closed_at":null,"days_open":29,"trust":{"level":"ok","repost_count":null,"flags":[],"days_open":29},"description":"About Us:\nAt BCD Meetings & Events (BCD M&E), we provide more than meeting and event planning services: we create connections that inspire, motivate and change behavior for our customers. As the world’s most trusted and innovative meetings and events agency, BCD M&E cultivates a culture of people, passion and purpose to drive business forward.\nHeadquartered in Chicago, with locations in 60+ countries across the world, BCD M&E’s team of 2,000+ people are committed to sustainability and driving success for our customers, our business and ourselves. Our values are at the heart of everything we do, and we look for people that want to be a part of something special, can rise to our standards and love to bring their unique perspective to the table.\nWhile we can’t guarantee every day will be the best (who can?), we can promise a community of people who genuinely care and lead with empathy, a flexible workplace with awesome perks and challenging work that means something.\nSee what life is about at BCD M&E at bcdme.com/careers\nCongress Coordinator\nSingapore\nThe Congress Coordinator is responsible to support all activities associated with logistics planning and attendee management of various International congresses. The position requires a high level of attention to detail, strong customer service skills, a can-do attitude, and a desire to get the job done. The Congress Coordinator will regularly partner with internal planning team members to ensure timely service delivery, manage strong working relationships with Professional Congress Organizers (PCO) and suppliers handle compliance and contracting documentation of assigned congresses, preparing print materials, and sending post congress surveys.\nThe Congress Coordinator works closely with the Congress Project Manager (CPM) and is typically a behind-the-scenes role; however, there may be instances where it makes sense for the Congress Coordinator to interact directly with the client. An example might be that the client requires a complicated web-build and wants to speak to the Congress Coordinator directly or the client requires frequent attendee status updates and wants to communicate with the Congress Coordinator directly. Most of the time, the Congress Coordinator is NOT client facing.\nYour responsibilities :\nCore Responsibility 1: Meeting Planning\nSecure and manage hotel room blocks in accordance with Congress rules and procedures\nOversee securing congress registrations for attendees\nEnsure all compliance requirements and guidelines are followed and properly documented\nReconcile meeting in accordance with Client audit standards/maintain an audit ready environment\nCore Responsibility 2: Supplier Management\nPrepare and submit Travel Engagement Forms to Group Travel provider\nPartner with internal planning team members to source DMC/Ground Transportation Company options\nSecure and manage all dinner arrangements in compliance with country requirements and meal threshold spend limits\nHandle day to day client and supplier inquiries/information related to logistics, dinners and ground transportation including country meal threshold exceptions and flight information\nEnsure all compliance requirements and guidelines are followed and properly documented\nAct as primary contact with local suppliers and client stakeholders to ensure open communication\nReview all supplier proposals, contracts and invoices in accordance with Client audit standards/maintaining an audit ready environment\nGather and accurately communicate flight information from each country to supplier(s) for Airport Transfers\nPrepare all Printed Material/Communications (Welcome Packet, Front Desk letter, etc.) and ship to congress locations\nCoordinate on-site job responsibilities with on-site logistics team (Dinners, ground, logistics, etc.)\nCore Responsibility 3: Technology Tools\nOversee the creation and sending of registration forms and other communications\nCorrectly upload and maintain attendee data required for logistics and reporting\nReview client congress database for accuracy\nOversee accuracy for all assigned congresses in the technology tool (Cvent)\nExperience using Cvent attendee, hotel, and reporting modules\nCorrectly import and maintain attendee data in Cvent\nKeep data and savings information accurate in Cvent at all times\nEnsure internal and external reporting requirements are met accurately and on time\nCreate and maintain a master response chart for each assigned congress\nOversee the creation and sending of final confirmation emails and other communications\nCreate shared drive folder for assigned congresses\nPartner with internal planning team members to start Congress Workbook and continually update throughout the planning process\nOversee the creation and sending/upload of restaurant descriptions and request forms and other pertinent communications, and save in the proper shared drive(s)\nUpdate Event Emails as needed in technology tool (Cvent)\nCorrectly advise internal planning team members of changes to attendee data required for logistics and reporting\nUpdate Internal Information Fields in Cvent with attendee flight information\nMaintain current records of all communications (i.e. TEF, Country Meal Summary, Manifests, etc.) in the proper shared drive(s)\nDistribute Post Congress Survey through proper technology tool\nCore Responsibility 4: Client Communication\nAdvise and project manage critical deadlines in planning process\nOverall fiscal responsibility for congress activities\nConsult with Congress Specialist, Sourcing and make appropriate suggestions to ensure congress success regarding proposed hotel blocks. Prepare hotel availability grid with appropriate options in collaboration with internal planning team members.\nPrimary client contact with regards to all logistical arrangements surrounding congress.\nOversight of Client registration and reporting questions.\nMaintain the highest level of quality, professionalism and integrity when negotiating with suppliers.\nPartner with internal planning team members to negotiate all supplier contracts for the best possible prices and concessions in order to meet savings expectation on congress spend.\nOther:\nAssume and perform other duties and responsibilities not specifically outlined herein, but which are logically and properly inherent to the position.\nThis job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this position. Duties, responsibilities and activities may change at any time with or without notice or as required by local regulations.\nWe're looking for you if your profile matches the following:\nBachelor’s Degree strongly preferred\nMinimum of two (2) years’ congress/convention planning/management experience\nMinimum of two (2) years’ experience in account/client management\nMinimum of two(2) years’ experience managing outside vendors, sourcing and negotiating contract services.\nPharmaceutical Industry experience preferred\nPrevious experience with participant registration for congresses\nStrong customer service experience required\nInternational attendee experience a plus\nTravel industry and destination knowledge\nProficient in Microsoft Office\nUp to 40% travel required.\nMust be able to come to work promptly and regularly\nMust be able to take direction and work well with others\nMust be able to work under the stress of and meet deadlines\nMust be able to concentrate and perform accurately while meeting applicable productivity measures\nMust be able to change productively and to handle other tasks as assigned\nMust be able to lead internal planning team members from a Project Management standpoint\nTHE PERKS\nFlexible Working\nWe believe that a flexible working environment is key to getting the best out of our teams. We will support you to work where you need to and when you need to, depending on how you work best.\nRoom to Grow\nOur line of work and business structure challenge our people in a way that inspires growth, with learning and development built into every role. We give individuals ownership over the direction and speed in which they grow.\nEveryone has a voice\nWe thrive on conversations that spark curiosity and empathy. No matter how big or how small, every voice is heard, considered and respected.\nMake your move\nThe diversity of roles across BCD M&E’s global locations means that our people often find new adventures during their time with us.\nWe’ve got you covered\nOur extensive benefits include comprehensive healthcare, continued education support, diverse work locations, travel and hotel discounts, volunteer and sustainability opportunities and a successful employee recognition program.\n\nWe’re positive. You’ll love it.\nIt starts from the top. Our leaders lead with positivity, believe in our people and trust us to do the right thing. There will always be support along your journey, in little and big ways.\n#LI-Hybrid","description_format":"text","description_chars":8940,"description_truncated":false,"requirements":{"experience_years_min":2,"management_years_min":null,"team_size_min":2,"manages_managers":false,"education":{"level":"bachelor","optional":true},"security_clearance":false,"languages":[]},"benefits":["Flexible schedule"],"hiring_locations":[{"name":"Singapore","iso":"SG","kind":"country"}],"hiring_excludes":[],"relocation_offered":false,"industries":["Professional Services","Travel & Tourism","Business Travel"],"lifecycle":[{"event":"open","at":"2026-10-11T22:24:30Z"}],"visa":[],"liveness":{"score":17,"band":"cold","label":"Long shot","p_open":1,"p_active":0.479,"p_room":0.36,"age_days":29,"expected_fill_days":15,"reasons":["conf:1","velocity","win:tail","crowd:junior,brand"],"computed_at":"2026-10-23T05:54:15Z"},"pay":null,"html_url":"https://alion.io/job/bcd-travel-congress-coordinator","json_url":"https://alion.io/job/bcd-travel-congress-coordinator.json","meta":{"generated_at":"2026-10-23T06:01:05Z","cache_seconds":300,"methodology":"https://alion.io/methodology","terms":"https://alion.io/terms","contact":"https://alion.io/contact","api":"https://alion.io/developers","about":"Alion is a live layer of people, companies and AI agents: who they are, whether they are real and active right now, what they do and how to work with them, readable by people and by agents and paid per call.","catalog":"https://alion.io/catalog.json","usage":{"tier":"crawler_verified","counted_by":"address","units_charged":1,"used_today":9721,"day_limit":null,"remaining_today":null,"minute_limit":300,"resets_at":"2026-10-24T00:00:00Z"}},"offers":[{"id":"company.slices","title":"One company in depth, by slice","status":"live","price":{"credits":0.02,"usd":0.002,"plus_per_slice":{"credits":0.05,"usd":0.005}},"unit":"per company, plus each slice with data","note":"the employer in depth","call":{"mcp_tool":"get_company","arguments":{"id":7879},"rest":"https://alion.io/mcp/rest/get_company?id=7879"},"human":"https://alion.io/catalog?offer=company.slices&for=job%2Fbcd-travel-congress-coordinator"},{"id":"market.stats","title":"A market slice: pay, demand and time to fill","status":"live","price":{"credits":1,"usd":0.1},"unit":"per slice","note":"pay, demand and time to fill for this role and place","call":{"mcp_tool":"market_stats"},"human":"https://alion.io/catalog?offer=market.stats&for=job%2Fbcd-travel-congress-coordinator"},{"id":"job.search","title":"Open jobs by role, technology, place, pay and visa","status":"live","price":{"credits":0.02,"usd":0.002},"unit":"per posting in a list","note":"similar open postings","call":{"mcp_tool":"search_jobs"},"human":"https://alion.io/catalog?offer=job.search&for=job%2Fbcd-travel-congress-coordinator"},{"id":"company.verify","title":"Is this company real and active right now","status":"pilot","price":null,"unit":"per company","request":{"url":"https://alion.io/catalog/request","method":"POST","body":"{\"offer\": \"company.verify\", \"for\": \"job/bcd-travel-congress-coordinator\", \"note\": \"what you need it for\"}"},"human":"https://alion.io/catalog?offer=company.verify&for=job%2Fbcd-travel-congress-coordinator"}]}