Customer Reconciliation Specialist

No two days will be the same for this organized, efficient individual. The Customer Reconciliation Specialist will provide a range of services: financial management, project management, administrative, and training.

Key Responsibilities:

Financial Services

• Review new program requests
• Arrange kick off calls with the Client Meeting Owners and Client Meeting Planners to discuss program budget parameters
• Ability to draft and manage program budgets in all phases
• Template set-up, reporting, and post-event management
• Provide detailed weekly updates to client
• Create SOW’s as needed for events and cross event charges
• Complete invoice and vendor payments
• Update, track and manage all payment types against multiple programs and events within a program (POs, Sponsors, wire transfers)
• Communicate with M&IW planner to close out programs in Cvent
• Ensure financial management information is logged into client Cvent and M&IW domo cards

Financial Management Services to all M&IW planners

• Assist in financial management of programs
• Transition of the program’s budget program manager assigned – help manage changes and set up processes for updates and close out
• Work with planners on their current program budgets and assist with change orders if needed
• Communicate with planners and finance to ensure final invoice deadlines are met and all final invoices are completed

Limited Project Management Services

• Work within meetings management technology tool (i.e. CVENT)
• Communicate with new and existing clients on program needs
• Drive client calls as well as internal calls when needed
• Create and manage estimated budget, and collect and input final program financial data
• Support planning on large programs or lead planning on smaller programs to include, but not limited to: F&B and space planning, Transportation, sponsorship management (contracting & Invoicing), IHP or other medical assistance planning
• Limited travel for execution of programs – approx. 20%
• Audit and reconcile final program invoices

Administrative Services

• Enter new meetings into M&IW’s Cvent and keep both M&IW and client’s Cvent MRFs updated.
• Provide administrative assistance to M&IW Customer Success Director, Client Meeting Owners, Client
• Meeting Planners, and others as requested
• Provide support to all colleagues and account team by answering questions or assisting when needed.
• Be a liaison between M&IW and the Client to provide updates or answer questions

Training

• Attend internal and external training and networking opportunities to further industry knowledge
• Seek out training and advancement by working with senior individuals in the department
• Present at internal trainings on new client and internal rollouts
• Create training documents and templates and review with current and new event managers
• Set-up trainings with new M&IW hires to review specific account processes

Qualifications:

• Minimum 5-7 years’ experience, meeting industry preferred
• College degree or equivalent
• Able to provide clear, concise, effective, and professional communications with clients, peers, vendors, and department managers

• Wide range of computer skills:
  • Proficient in Word, Excel, and Internet/social media
  • Database management programs (proficient in Cvent)
  • Outlook (email and scheduling)
  
  

What we expect:

Details of these areas are shared during interviews and monthly reviews:

• Cultural Excellence
• Role Expectations
• Emotional Intelligence

What you will bring:

• College Degree or equivalent
• Minimum 3-5 years of experience in the meetings industry, specifically in operations
• Proficient in Cvent
• Knowledge of virtual and hybrid event options
• Pharma experience a plus
• Proven excellent oral and written communication skills in both internal and client-facing environments
• Demonstrated track record of successfully managing multiple projects simultaneously
• Ability to deliver creative outputs in a constricted timeline while maximizing available resources
• Ability to travel at least 25% of the time including internationally
• Experience working in a virtual office environment
• Wide range of computer skills:
  • Proficient in Word, Excel, and Internet/social media
  • Database management programs (proficient in Lanyon and Cvent)
  • Outlook (email and scheduling)

What we provide:

• Competitive salary
• Health, Dental, Vision and Life Insurance options
• 401K plan
• Paid holidays
• Accrued personal time off for vacation and sick leave
• Laptop, additional monitor, and mobile phone
• Global Giveback program for volunteer service
• Remote Office / Work from home, or option to work in our corporate headquarters located near Milwaukee

Who we are:
M&IW is a global event management firm specializing in virtual, hybrid, and in-person experiences of all shapes and sizes as well as consulting and enterprise strategies. As an entrepreneurial organization, we place customers at the center of everything we do and prioritize their needs through our core values of quality, agility, flexibility, and innovation. M&IW is a third generation, privately held, certified Women's Business Enterprise (WBE) in business for more than 50 years. Headquartered in Wisconsin, USA, and supported by a remote workforce across the US and in the UK, China, and Brazil.

M&IW provides a portfolio of management services for meetings, events, incentives, conferences, and tradeshows. Those services include Event Management and Design, Event Sourcing, Attendee Registration and Reporting, Event Technology and Production, Creative Services, Event Marketing and Communications, Gifting and Engagement Strategies, Incentive and Recognition Solutions, Group Air Travel, On-Site Execution and Staffing, and Event Analytics. Our consulting and enterprise services include Technology Implementation and Administration, Meeting Policy, Process and Optimization, Third-party Governance, Executive Dashboards and Analytics, and Sustainability Best Practices and Tracking.

GLOBAL HEADQUARTERS:
10520 7 Mile Road, P.O. Box 65, Caledonia, WI 53108 | Phone +1 262-835-3553
www.meetings-incentives.com
M&IW associates located throughout the US, UK, Latin America and Asia Pacific Regions