Description:
PURPOSE OF THE JOB
The purpose of this job is to provide FINANCIAL and ACCOUNTING support to the conferencing teams as part of the service delivery to clients focusing specifically on the following key deliverables to the client is responsible for:
• Planning and Budgeting for all Conferences
o Ensure relevant and accurate financial/accounting input during Bid Preparations
o Develop the Conference Budget and ensure accurate Monitoring and Reporting thereof during the event
• Registration and Administrative Services
o Accurate and professional monitoring of all expenditure relating to Online Registration, Abstract Management, Speaker/Presenter Management.
• Venue and Accommodation Services
o Accurate and professional monitoring of all expenditure relating to Venue and Hotel Site Visits, Contract Negotiations with all suppliers, Food and Beverage Management, Audio Visual Management and all other onsite Logistics
• Exhibitions Management Services
o Accurate and professional Monitoring of exhibitor deposits, exhibitions supplier costs,etc.
• Sponsorship Management Services
o Professional financial/accounting input towards sponsorship packages to be offered to potential sponsors
o Accurate and professional Monitoring and Reporting of Sponsorship Budgets
• DMC Services
o Accurate and professional monitoring of all expenditure relating to all logistics including gala dinners, special events, tour and companion programs, transport logistics, supplier commisions and other co-ordination.
o Use of Conferencing Technology to ensure timeous Reporting
o Innovative use of conferencing technology in use by the client to produce comprehensive, accurate and professional reporting and reconciliations after each event.
MONTH END REPORTING
? All recons must be accurate and will be reviewed by the appropriate parties and approved.
? Compile month – end reports for all Conferences and submit directly to clients
? Compile detailed reconciliations of all Balance Sheet accounts
MANAGEMENT FEE
? Invoice management fees timeously and follow up with Client General Manager (CGM) and client with regards to payments.
? Calculate & review monthly management fee provision, based on individual agreements at the beginning of each month, in arrears
? Completing the Client Income Statement as soon as the management fee calculations are done
? Raising invoices in General Ledger (GL) where payment is due to the client & ensuring the payment received thereof.
? Ensure monthly fixed fees and matching fees are invoiced and payments received
? Follow up and collection of outstanding Conference dues (registration, sponsorship, exhibition, accommodation, tours and transfers)
FEES
? Ensure contracts and fee schedules received for all new and current clients received
? To be saved in U:\Finance\Accountants\Contracts and...