Meeting & Events Team Leader, Japan

Apply now Job no: 521073
Brand: FCM
Work type: Full time
Location: Tokyo, Japan
Categories: Corporate & Group Travel

Key Responsibilities
- Develop and implement strategy for event management in Japan.
- Responsible for leading a team to manage full end-to-end event services for clients, including registration, planning, communication, production, creative services, and onsite execution.
- Build and sustain client relationships and collaborate with other internal departments (finance, operations, product, HR) where necessary to resolve other client-related matters.
- Build relationships and manage suppliers and vendors to deliver value to customers and meet company revenue objectives.

Sourcing:
- Consult with Client during research of venues ensuring client requirements are met in meetings and events specifications.
- Prepare estimated budgets and communicate budgetary information to Client throughout the sourcing process.
- Utilize preferred vendors for quality of service; minimize risk and maximum pricing advantage.
- Negotiate all supplier contracts for the best possible prices and concessions in order to meet client’s expectations.
- Keep abreast of new destination options, well-priced seasonal destination options and “hot date” offerings.

Pre-Planning and Onsite Event:
- Work with Group Travel Consultant as required to book group and event air travel and to ensure accurate air manifests are provided to the Client.
- Determine and arrange detailed program needs (i.e. room set-up, function times, audio visual, menu selections, on-site/off site events and activities, DMC operations, special events, ground transfers etc.).
- Negotiate and contract selected hotels, DMCs and vendors on based on client’s final requirements.
- Track and manage hotel and vendor attrition, cancellation and deposit schedules.
- Update budgets as necessary during planning and prepare final budgets – Communicate budgetary information to client throughout the planning and execution of meeting.
- Responsible for program data management/registration process, data integrity and client reporting. Ensure data reconciliation is complete and accurate. Update Client and suppliers as needed.
- Enter and update meeting information in meeting database and calendar – keep database and savings information accurate throughout the planning and execution of the event.
- Provide on-site program assistance; oversee all arranged details of program (i.e. attend precon, advance all functions, verify room set ups, review banquet checks/master bill, registration desk coverage, handle VIP needs, assist in handing out documents, etc.).
- Ensure internal and external reporting requirements are met.
- Review supplier bills for accuracy and ensure timely payment and final billing process.
- Perform post-event reconciliation on assigned events according to process set by Finance and Team Leader.
- Reconcile all final participation data for accurate final attendee report.
- Manage to FCM M&E Standard Operating Procedures and Service Level Agreement metrics.
- Develop and maintain relationships with Clients to ensure repeat and new business.
- Responsible for protecting confidential information of FCM SG - Meetings and Events.
- Work independently in the absence of supervision.
- Assumes and performs other duties and responsibilities not specifically outlined herein, as requested.
- Assumes planned travels and events follow legal regulations in the market.

Requirements
- Minimum 5-8 years of experience in MICE industry. Experience preferably in TMC will be preferred.
- Strong negotiation and relationship building skills.
- Must have experience in handling corporate MICE Groups.
- Should have a strong network in travel industry (DMCs, vendors, hoteliers, transporters etc.)
- Coordinating and finalizing with vendors to ensure smooth execution of the project.
- Comfortable to travel with senior executives and premium groups.
- Highly sophisticated communication skills with proficiency in written as well as verbal communications.
- Good product knowledge on Destinations and MICE group operations.
- Strong MICE Corporate experience and market relations.
- Should have an ability and experience of successfully delivering in a fast-paced dynamic environment.
- Reasonably travelled and strong destination knowledge.
- A passion for travel and the travel industry.
- Self-motivated, independent with strong interpersonal skills and a hunger for success.
- Multi-task and communicate effectively in a fast-paced environment.
- Language skills: fluent Japanese and business level English
- Experience in managing P&L
- Good interpersonal skills and team management.
- Basic legal knowledge required for planned trips in Japan.
- Holdin the certification of Tour Conductor in Japan.

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Applications close: Tokyo Standard Time

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