Customer Care Administration Officer (Brussels, BRU, BE)

We are a global engagement and marketing agency that creates human-centric touchpoints that unleash the power of people to deliver innovation and growth. Firm believers in the power of building community since 1987, we are helping brands, associations and not-for-profit organisations solve their key people challenges through our core expertise: Live & virtual events, Strategic & digital communications and Consulting & community solutions. We are an independently owned agency, headquartered in Geneva, Switzerland, with a global presence of 62 offices in 34 countries

          MCI Benelux SA is looking for a Customer Care Administration Officer.

      The Role

     Registration, Travel & Finance Support - (Registration 95% – Travel 5%)

• Handle participant queries with regards to registrations for multiple events and congresses via email and via phone
• Process travel requests from clients (hotel bookings, airport transfers)
• Assist with delegate communication (hotel details, practical info)
• Assist with the visa support letters for participants, if requested
• Prepare rooming lists
• Ensure accurate archiving of registration and travel files (GDPR compliant)
• May be asked to provide on-site registration support when required
• Assist with delegate invoicing and liaise with the Customer Care Coordinator for payment follow-up via email and via phone

Project Coordination Support

• Support the Customer Care Manager/Customer Care Coordinator and project teams with general administrative coordination
• Manage clearly defined project components (e.g. registration, travel, hotel lists, basic reporting)
• Assist in preparing project documentation and timelines
• Maintain a professional and service-oriented approach in all interactions
• Respect deadlines and organise workload effectively
• Work independently on assigned tasks and manage priorities
• Ensure accuracy and compliance with internal quality standards

Abstract & Speaker Administration

• Provide administrative support for abstract and speaker management
• Support  email communication with speakers and support their onboarding
• Collect required documents (bio’s and pictures, etc.) and ensure smooth information flow
• Support the coordination of programme information for internal teams

Communication Support

• Support in maintaining accurate registration websites based on provided content
• Prepare participant confirmation messages and related communication
• Monitor shared mailboxes and handle participant inquiries daily

Administration, IT & Tools

• Use event software (Aventri, Cvent, Swoogo, etc.) and virtual platforms (Swapcard, Zoom, WebEx…) efficiently after training
• Apply GDPR rules and internal ISO/EMAS guidelines in all tasks
• Work with standardised templates, tools and internal systems

    Your Profile

• Eligible to work in the EU
• Hold a superior degree (Business, Admin, Events, Hospitality, Communication, or similar)
• At least two years of experience in an administrative, events, customer support or hospitality function
• Fluent in English (verbal and written, level C1); additional European languages are a plus
• Organised, service-minded, and proactive
• Strong attention to detail and problem-solving skills
• Manage time effectively, especially during peak periods
• Proficient in Microsoft Office (Word, Excel, PowerPoint, Teams)
• Quick learner and easily adapt to a fast-paced environments while working on multiple projects at the same time
• Open to occasional international travel
• Available to join the team rapidly

   What We Offer

• A dynamic and international work environment with multicultural colleagues
• A full-time job which can be performed remotely from an EU country under specific conditions
• A competitive salary package
• Continuous learning and development opportunities through the MCI Institute

  MCI is where you can bring your true self to work and be proud of what you do. Join us and make a difference!