Meeting Coordinator Groups

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Date: Jul 14, 2026

Location: BR, Sao Paulo, Office, Brazil, LATAM

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Company: BCD

Job Specific Essential Duties & Responsibilities:

Data Accuracy & Reporting

Spend and cost savings data entry into StarCite meeting management tool.

Quality control of final budgets for accuracy in spend and savings reporting.

Enter final billing budget into Maconomy

Complete final reconciliation of program ledger and update Analytix reporting to reflect final financial summary document

Prepare final labor reports

Billing

Identify revenue variances between original and final bill

Identify billing opportunities to maximize revenue

Monitor group balance transactions and make additional revenue adjustments as necessary

Prepare final closing invoice in Maconomy and close program

Prepare journal entries, job reallocations, revenue adjusting entries and invoices as required

Supplier Partnerships

Resolve billing discrepancies with vendors

Collect all hotel commissions due

Evaluate the accuracy and completeness of on-site billing

Reconcile all vendor invoices against on-site billing documents and purchase agreements

Review vendor invoices and compare against vendor contracts to ensure accuracy.

Project Management

Manage billing reconciliation process for meeting and event expenditures.

Work with planning leads to produce accurate final invoices.

Execute payments within client guidelines and policies.

Perform audit and file close out procedures within customer required timeline.

Prepare final billing according to client and internal guidelines. Review with the Program Manager and Account Executive and make changes as necessary.

Communication

Manage and track discrepancies, discounts and/or credits and communicate as necessary.

Ensure all required financial documentation is uploaded to customer meeting management system.

Provide client with necessary backup and documentation upon request.

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