Description
du poste -->We are seeking a Registration and Scientific Program Coordinator to join our team specializing in the organization of scientific and corporate events. This person will play a key role in setting up, monitoring, and executing registration and abstract submission processes, working closely with clients and the internal team.
Main Responsibilities Registration and Abstract Coordination
Manage event email inboxes and respond to participant inquiries
Configure and manage registration and submission platforms (custom fields, consents, data collection)
Track registrations, modifications, and cancellations, and produce regular reports (registration + budget)
Prepare and send visa letters when required
Process registrations according to fee categories, taxes, and quotas
Participate in client meetings
Client and Internal Coordination
Understand the specific objectives and needs of each event
Maintain continuous communication with the client and project manager
Provide regular progress reports
Abstract Management
Coordinate evaluations according to established criteria
Send acceptance letters, follow up on responses, and manage reminders
Keep tracking spreadsheets up to date
Presentation and Poster Management
Assign poster numbers and coordinate logistics with the project manager
Draft and send clear instructions to presenters
Handle special requests and manage on-site no-shows
On-site Registration Logistics (In-person Events)
Plan staffing and material needs for on-site registration
Organize the on-site registration system (badges, lanyards, printers, etc.)
Manage check-in/check-out processes and attendance tracking
Document no-shows for the final report
Be on-site to supervise in-person registrations
Post-Event
Send participation or presentation certificates
Participate in post-mortem meetings with the client
Produce final registration and financial reports
Job Requirements
Proficiency in at least one registration and abstract management platform (mandatory)
Knowledge of Fourwaves is a significant asset
Fluency in French and English, both written and spoken
Excellent communication, client service, and attention to detail
High level of rigor, autonomy, and ability to meet strict deadlines
Flexibility to adapt to frequent changes
Proficiency in office tools (Excel, Google Sheets, etc.)
What We Offer
A dynamic, caring, and collaborative work environment
Full-time remote work
Flexible schedule
Employer RRSP contribution
3 weeks of vacation per year + 2 additional weeks at Christmas
Comprehensive group insurance plan
Fun social activities
Registration and Scientific Program Coordinator • Montréal, QC
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