CBRE Excellerate

Events Registration Coordinator at CBRE Excellerate

Nairobi, NairobiNairobiFull Time

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About the role

This position serves as an Event Registration Coordinator, independently managing registration operations across multiple events, including attendee registration, housing, travel coordination, reporting, and onsite execution. Key responsibilities include developing and managing registration timelines and deliverables, maintaining accurate data in systems, supporting attendee communications, proactively identifying risks, and collaborating closely with client teams to ensure seamless event execution. The position serves as a knowledgeable resource on registration processes, systems, timelines, and best practices while contributing to process improvement and effective event execution. This position works onsite at the Client Regional Office in Nairobi, Kenya

Responsibilities

Maintains regular and reliable attendance, availability and responsiveness during agreed working hours, including attendance at scheduled meetings, training sessions and client engagements. Proactively communicates any barriers that may impact service delivery, deadlines or attendance requirements.

Demonstrates flexibility in work schedules to support meetings, events, and collaboration across multiple global time zones, including occasional early morning or evening meetings outside of standard business hours.

Follows established policies and procedures related to appearance, timeliness, safety, confidentiality, and client standards and values.

Completes assigned work in a timely, accurate, and customer-focused manner while meeting established Service Level Agreements (SLAs).

Maintains clear communication with manager and client teams, proactively raising issues, exceptions, or risks as needed.

Participates in department meetings, training sessions, and other required activities, sharing experiences, challenges, and solutions that benefit the broader team.

Maintains working knowledge of operating procedures, department resources, systems, and company operations.

Uses Excel, Word, CVENT, and Event Management System software for maintaining accurate data and reporting and any systems as required by the client and CBRE Excellerate.

Uses Concur and SAP to reconcile and allocate event-related charges in accordance with established guidelines and policies.

Primarily responsible for event registration, while providing additional support to Africa Event Coordinators during quieter registration periods, including assistance with local office and offsite event logistics, planning, setup, and onsite execution

Events Registration duties

Oversees regional registration and travel processes in coordination with client Event Team leads.

The individual remains an employee of CBRE Excellerate and reports through their organization's established management structure. For the duration of the event assignments, the individual will work closely with the designated client lead and/or members of the client event team, providing regular updates on project progress, deliverables, challenges, risks, and proposed solutions. This client-facing coordination does not constitute a direct employment or formal reporting relationship with the client.

Builds and maintains effective working relationships with internal stakeholders, clients, vendors and cross-functional teams through professional, respectful and timely communication.

Develops and manages registration timelines, organizational documents, and deliverables in partnership with event management and client teams.

Demonstrates expertise across registration workstreams and associated systems, including attendee registration, housing management, travel coordination, registration website administration, reporting, and onsite operations. Serves as a knowledgeable resource to clients and stakeholders on processes, system capabilities, timelines, and best practices, while contributing to process documentation, continuous improvement efforts, and knowledge-sharing activities.

Coordinates registration website content, functionality, and timelines across multiple projects simultaneously.

While onsite, proactively pre-plans and manages the onsite execution of large areas of registration operations, including technical requirements, staffing assignments, badge printing and distribution. Adapts processes and escalates issues as needed to support effective onsite execution.

Other duties as assigned:

Proactively identifies and communicates changes in event scope, timelines, requirements, and potential risks, escalating issues to the appropriate teams as needed.

Owns the accuracy and integrity of event data across registration and event management systems, ensuring information remains current and consistent throughout the event lifecycle.

Serves as a primary point of contact for internal teams, clients, and external partners on registration requirements, timelines, and deliverables, providing regular status updates, data, and reporting as needed.

Supports international meetings through clear, concise communication and an understanding of international event terminology and logistics, adapting communication as appropriate for global audiences.

Responds to attendee inquiries and concerns via email in a warm and professional manner.

Provides detailed information to attendees about event schedules, activities, locations, and other event logistics.

Assists attendees with registration, housing, and travel related inquiries via email correspondence.

Addresses attendee complaints or issues with empathy and a problem-solving mindset.

Stays informed about event updates, changes, and announcements to provide up-to-date information to attendees.

Business Travel

This position will be required to travel in order to staff events. Air travel and overnight stays are required.

This position will also participate in a structured onboarding program, which includes travel for in-person training with the Event Team subject matter experts to develop proficiency in registration, travel, housing, event technology, reporting and onsite event operations.

Qualifications and Knowledge Required

Bachelor's degree from a four-year college or university is preferred.

Excellent written communication skills with a strong command of grammar, spelling, and punctuation.

Previous experience in customer service or email support role preferred.

Ability to efficiently manage multiple email inquiries simultaneously while maintaining attention to detail.

Demonstrated ability to communicate professionally and effectively in written and verbal interactions with attendees, clients, vendors and internal stakeholders, including the ability to manage difficult conversations in a constructive and solution-oriented manner.

Empathetic and patient demeanor with a focus on providing exceptional attendee experiences.

Proficiency in using email management tools and customer service software.

Strong problem-solving skills and the ability to think critically under pressure.

Flexibility to adapt to changing priorities and work effectively in a fast-paced environment.

Previous experience in event management, registration, hospitality, or a related field a plus.

Must show personal and professional integrity, commitment to excellence, and high standards.

Self-directed and deadline-driven, with an ability to make sound decisions while managing priorities and projects within a dynamic environment.

Ability to work on complex projects with general direction and minimal guidance, both independently and as a member of cross functional teams.

Microsoft Office suite program experience required (Outlook, Word, Excel, PowerPoint, OneNote, etc.)

Ability to effectively prioritize workload on multiple projects & events simultaneously.

Successfully perform in a high stress, fast paced environment.

Portray professional presence through superior communication, presentation, promptness, and appearance.

Ability to learn new platforms quickly.