Baker McKenzie

The Global Meetings & Events Team oversees the strategic planning and seamless execution of logistics for more than 300 meetings and events annually across the Firm. These events vary in size and scope, collectively generating approximately 50,000 attendee registrations each year.

A critical component of each event is the registration and guestroom management process, which plays a pivotal role in ensuring a successful attendee experience. This role is responsible for coordinating and managing attendee registration, hotel reservations, and contractual guestroom blocks for multiple in-person Firm events globally and concurrently, utilizing EventsAir, the Firm’s registration platform.

The individual must work shift hours from 10:00 am to 7:00 pm (Manila time). High demand periods will require extended hours which may include early mornings and or late evenings

Main responsibilities: 

Registration Management

• Create and manage multiple online registration sites for meetings and events.
• Monitor registration activity, create reports, and provide regular updates to stakeholders.
• Respond to attendee inquiries and provide support throughout the registration process.
• Check and maintain accurate attendee data and generate reports as needed.
• May coordinate on-site registration logistics, including check-in processes and badge production.
• Provide final registration data and analysis for post-event reporting.

Hotel Guestroom Management (when event has guestrooms) 

• Manage hotel room blocks and monitor pickup to avoid attrition.
• Coordinate rooming lists, updates and special requests with hotel contacts regularly.
• Track and reconcile hotel reservations, ensuring accuracy and timely updates.
• Communicate hotel policies and deadlines to attendees and internal teams.
• Assist with post-event reconciliation and reporting, including review of final hotel invoices.

Collaboration & Communication

• Work closely with meeting planners, hotels, and internal departments to ensure alignment on all event needs.
• Support the broader meetings team with administrative tasks and logistics as needed.
• Maintain clear documentation and timelines for all assigned projects.

Skills and experience:

Experience/Education: 3+ years of experience in event registration or hospitality coordination in a hotel, agency, or corporate environment. College Degree preferred. Meeting planning or marketing degree a plus. 

Technology: Proficiency in Microsoft Office Suite (Excel, Outlook, Word, CoPilot). Experience using event registration platforms (e.g., EventsAir, Cvent, Aventri, registration systems or similar). Has enthusiasm for keeping up with technology and making suggestions on how to improve EventsAir, which is the Firm’s system. 

Supplier Relationship Management Skills:   Contribute to creating, cultivating and managing productive relationships with hotels (many of whom are the Firm's clients) and suppliers to ensure that specifications are understood and met by the hotel and vendor.

Hotel Contract and Room Block Management Skills: Able to understand and apply hotel contract terms, including room block commitments, cancellation rules, and attrition policies. Experienced in planning and managing guestroom blocks, tracking reservations to avoid penalties, and working with hotels to ensure all contract details (on sections specific to the guestroom blocks, attrition, cancellation, etc.) are followed. Skilled in handling rooming lists, special requests, and final invoice reviews to keep events cost-effective and compliant.  

Organizational, Accuracy & Problem-Solving Skills:   Strong organizational skills and attention to detail and accuracy. Has the ability to work independently and resolve registration problems.

Time Management Skills: Self-starter, excellent time management skills. Ability to multi-task, analyse and manage multiple registration projects and deadlines at once. 

Communication & Customer Service Skills: Excellent verbal and written English skills and passionate and successful in customer service. 

Work Ethic: Strong work ethic. Diplomatic, mature with sound judgment with a strong sense of responsibility towards their work. Confident, pleasant disposition, positive attitude, even during stressful times. 

Negotiation Experience: Has the ability to negotiate waivers and favors from hotels. 

Problem Solving / Conflict Management: Basic to intermediate ability to manage conflict with diplomacy and credibility. Ability to make effective recommendations for decisions and judgment calls. Ability to provide creative and innovative solutions. 

Teamwork: Has the ability to work effectively with team members (directly in-person and remotely) and instrumental in assisting the Director and Manager in promoting a "one team" environment.

Know how 

• Keeps across key developments in all relevant areas and demonstrates the ability to develop substantive authority about the Firm's specialist fields 
• Demonstrates the ability to identify the real issue, and to anticipate requirements and potential consequences; distils a range of possibilities by thinking in a considered, prudent manner
• Able to move through a variety of tasks requiring different approaches, knowledge, and expertise, with the agility of mind and capacity for analysis and synthesis 

Dedication 

• Driven by a strong personal sense of integrity and upholds exemplary quality standards
• Prepares thoroughly, takes responsibility, uses initiative, and is self-reliant to ensure work progresses to the fullest extent possible
• Hardworking and diligent with a keen understanding of client demands
• Demonstrates composure when dealing with difficult situations 

Personal Impact 

• Creates a positive impression at all times; develops relationships through collaboration and reciprocity 
• Negotiates to achieve mutually satisfactory outcomes; shows good judgement on when to stand strong and when to compromise 
• Invests in, nurtures, and builds a network of productive relationships

Humanity 

• Respectful to others, regardless of their position, and earns the respect of others by being transparent 
• Has care and concern for others and a genuine interest in others as people
• Treats delicate or confidential issues with grace and discretion

Reports to: Event Manager, Global Meetings & Events; Senior Manager, Global Meetings & Events; Associate Director, Global Meetings & Events

Position Type: Specialist

Development Framework: Business Support

At Baker McKenzie we are different in the way we think, work and behave. With our team of 13,000 people, including over 6,500 locally admitted lawyers, in over 70 offices worldwide, we have a passionately collaborative community of 60 nationalities and are committed to world-class career development to everyone in every job at every level. Baker McKenzie can offer you both the uncompromising commitment to excellence expected of a top firm paired with a passionately global and genuinely collaborative working environment.

Baker McKenzie is an Equal Opportunity Employer. We are committed to promoting diversity and inclusion for all. Our unique international culture is reflected in the drawing together of a worldwide family of individuals from diverse cultures and backgrounds in all of our offices. We encourage the best people - regardless of race, religion or belief if any, gender, gender identity, disability, sexual orientation or age - to fulfill their professional aspirations with us.  We are committed to ensuring an inclusive and accessible experience for all candidates.