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!