Careers at SPE in Kuala Lumpur, Malaysia

Customer Service Assistant

SUMMARY

Provide the optimum customer service needed to maintain and enhance SPE business, enabling the CS Assistant to provide a full range of support/services necessary to ensure that all customer requirements and needs are met.

 

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned.

 

  • Responsible to respond to Customer Service inquiries pertaining to membership, dues/fees, address maintenance,  paper sales, SPE online products and services and other general information received by phone, fax, mail and email.
  • Provide efficient and expedient data management and/or resolution for member record maintenance including address changes and any processing related to the member account.
  • Review and complete processing of all applications for new membership, reinstatement and change of status.  Checking for accuracy and completeness and coding accordingly.
  • Create invoices for Bulk Company payments when requested.
  • Research wire transfer payments received and post payments related to membership.
  • Responsible for resolving membership issues, and posting payments.
  • Provide website login assistance which may include resetting password details as needed.
  • Troubleshoot website issues and escalate to the support centre as necessary.  Communicate issues to the CS team.
  • Responsible for special projects as assigned by Customer Services Supervisor.
  • Responsible for weekly status reporting to Supervisors and Senior Manager Customer Services.
  • Responsible for daily recording of time in project/time tracking software system.

EDUCATION and/or EXPERIENCE

Degree holder with 2-3 years of related work experience or an equivalent combination of education and experience. Possess excellent communication skills and good mathematical skills. For those without the necessary educational qualifications,  5-6 years working experience in a similar capacity will be considered.

If interested submit resume to resume@spe.org

 

Event Coordinator

SUMMARY

This position is responsible for providing assistance in the preparation and administration of meetings and exhibitions.

KEY DUTIES AND RESPONSIBILITIES

  1. Assist the assigned Event Manager, in planning and coordinating workshops, conferences and exhibitions, such as liaison with contractors, hotels, exhibition centres, committees, authors, exhibitors and other SPE offices.
  2. Under the direction of the assigned manager, interface with various Conference Committees by communicating and attending Committee Meetings.
  3. Prepare Agenda and Minutes of Committee Meetings when required.
  4. Assist the assigned Event Manager, including but not limited to, conference activities such as:
    • Site inspection when required
    • Preparation of conference/workshop production schedule and time table
    • Communicate with authors on submission of manuscripts and liaise with committee members/session chairpersons
    • Publicity, marketing and print production including Company Web Site, Event Brochures, Call for Papers, News Release, Conference Preview and Conference Programme
    • Sponsorship solicitation
    • Programming effort, including liaising with SPE Richardson office and vendor to produce CD-ROM Proceedings
    • Preparation of Staging Guide
    • Ordering of Meeting supplies
    • Visa application letters, Itineraries, Order of Business, Scripts
    • Conference/Meeting arrangements and audio/visual requirements
    • Organising of Social functions
    • Compiling Event Statistics and Survey Summaries
    • Appreciation Letters to Committees, Speakers, Key Management, and Sponsors
    • Final reconciliation of financial outcome in particular for workshops
  5. To be competent with in-house computer applications such as Q, PPMS and other software programmes that are applicable to event administration.
  6. Processing all applications and registrations for events and entering delegates information into Q database.
  7. Assist the management, in other projects as and when required.

QUALIFICATION REQUIREMENTS

To perform this job successfully, the individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.

EDUCATION and/or EXPERIENCE

Relevant Diploma/Degree holder or equivalent with 3-4 years of work experience.

Possess strong organisational, communication, analytical and mathematical skills. The individual must be able to work harmoniously and independently on a wide range of projects with members, fellow staff, and hospitality industry suppliers.

COMMUNICATION SKILLS

An excellent command of verbal and written English is essential. Ability to speak, read and write Bahasa Malaysia and other languages is an advantage. Must have the confidence to present information in one-on-one and small group situations to members, customers, clients, and other employees of the organisation in a clear and concise manner.

OTHER SKILLS AND ABILITIES

Must be computer literate in MS Word, MS Excel, MS Power Point

  • Good organisational skills
  • Ability to work on multiple projects simultaneously and meet deadlines
  • Ability to travel overseas for committee meetings and on-site management of meetings
  • Ability to write routine reports and correspondence.
  • Self-motivated
  • Detailed and project oriented
  • Ability to understand a variety of instruction furnished in written, oral, diagram or scheduled form
  • Ability to work overtime as and when required to complete a task

REPORTING PROCEDURES

The employee will report directly to the Human Resource & Accounting Manager for vacation, sick leave and other authorised absences from the office.

If interested, submit resume to resume@spe.org

 

Event Manager

SUMMARY

This position is responsible for the overall organisation, coordination and management of Regional and Topical events, such as conferences, exhibitions and Applied Technology Workshops (ATWs).

KEY DUTIES AND RESPONSIBILITIES

  1. Assist in the overall organisation, planning, coordination and management of conferences / exhibitions and workshops, such as to liaise with contractors / vendors and identify hotels, exhibition centres, committees, chairpersons, authors, speakers and exhibitors.
  2. Identify, liaise and interface with various technical committees and chairpersons by communicating and attending committee meetings.
  3. Prepare and issue Notices / Agenda of Committee Meetings.
  4. Facilitate and take minutes of Committee Meetings.
  5. Responsibilities for conference and workshop activities such as:
    • Site inspection
    • Prepare conference / workshop production schedule
    • Oversee technical programme and become author / speaker liaison
    • Organise non-technical sessions – Keynote, Plenary, Panel etc.
    • Oversee the production of all printed materials – promotion and administration (author kits, author notifications, exhibit services manuals, signage, tickets and badges, etc.)
    • Conference / Workshop  arrangements and overseeing audio / visual set up
    • Ensure the availability of Staging Guide
    • Ensure adequate meeting supplies
    • Oversee the establishment of registration counters and the registration process
    • Oversee registration and joining instructions for Workshops.
    • Determine, plan and supervise on-site manpower.
    • Prepare Event Statistics, Attendee and Exhibitor Survey Summaries
    • Prepare Event Debrief Report and Presentation to the committee
    • Draft Appreciation Letters to Committees, Speakers, Key Management, Exhibitors and Sponsors
    • Generate ideas for new events, and methods for improving existing events
  6. Plan and monitor event budgets against financial outcome.
  7. Maintain competency with using in-house computer applications such as CRM and other software programmes that are applicable to event administration.
  8. Assist the Managing Director, Asia Pacific in other projects as and when required.

QUALIFICATION REQUIREMENTS

To perform this job successfully, the candidate must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.

EDUCATION AND/OR EXPERIENCE

Degree holder or equivalent with 5-8 years of related working experience; or equivalent combination of education and experience.

Possesses public relations and people skills as well as strong, communication, analytical and mathematical skills. The individual must be able to work harmoniously and independently on a wide range of projects with society members / committees, fellow staff, and hospitality industry suppliers.

OTHER SKILLS AND ABILITIES

  • Computer literate.
  • Ability to read and write Mandarin will be an added advantage.
  • Ability to work independently without supervision
  • Strong business acumen.
  • Demonstrate leadership ability and strong management skills
  • Ability to solve problems and flexible in dealing with situations where only limited standardisation exists.
  • Able to travel as and when required.
  • Possess good organizational skills and deadline-focused
  • Detail-oriented.
  • Strong team player.

REPORTING PROCEDURES

The candidate will report directly to the Senior Event Manager for event-related matters while to the Human Resource and Accounting Manager for vacation, sick leave, administrative and other human resource issues.

If interested, submit resume to resume@spe.org