Registration Coordinator

MFactor Meetings currently has an office in San Carlos and is expanding into the North Bay . Candidates may be based near either location and are not expected to work from both offices. Start Your Career Creating Extraordinary Experiences At MFactor Meetings, we believe the guest experience begins long before the opening reception. It starts with the first invitation, the first registration question, and the first thoughtful interaction with our team. We are looking for an organized, tech-savvy, and people-focused Registration Coordinator to join our growing team. This is an entry-level opportunity for someone who is excited to begin a career in corporate meetings, incentive travel, hospitality, or event management. You do not need years of industry experience. We are looking for someone with the right attitude, excellent attention to detail, strong communication skills, and a genuine desire to learn. We will provide training, guidance, and opportunities to grow within the meetings and incentive travel industry. If you love a beautifully organized spreadsheet, enjoy helping people, learn technology quickly, and get real satisfaction from keeping information accurate, we would love to meet you. What You’ll Do Working closely with our registration and program teams, you will help manage the attendee experience from program launch through on-site execution and final reporting. Responsibilities include: Assist with building, testing, updating, and managing online registration websites Maintain accurate attendee information, including contact details, travel plans, hotel requirements, activity selections, dietary needs, and special requests Monitor registrations and help prepare clear, accurate reports Respond to attendee questions with warmth, professionalism, and urgency Assist with invitations, confirmations, reminders, travel communications, and other attendee materials Coordinate information with clients, hotels, transportation providers, and other program partners Prepare and update rooming lists, arrival and departure manifests, activity lists, and transportation reports Track registration deadlines and follow up on missing or incomplete information Carefully review attendee data and help identify inconsistencies or missing details Support air travel coordination and itinerary updates when required Assist with name badges, welcome materials, mobile apps, signage, and program collateral Prepare registration supplies and materials for shipment to program destinations Support on-site registration desks, hospitality areas, and attendee services Help manage last-minute changes while remaining calm, positive, and solutions-oriented Protect confidential attendee and client information Assist with post-program reporting, reconciliation, and database updates Collaborate with the entire MFactor team to help every program run smoothly What You Bring A genuine interest in meetings, events, incentive travel, hospitality, or guest services Exceptional attention to detail and a commitment to accuracy Strong written and verbal communication skills A warm, professional, and service-focused approach Confidence using technology and enthusiasm for learning new platforms Familiarity with Microsoft Office, particularly Excel, Outlook, and Word Strong organizational and time-management skills The ability to manage multiple assignments and meet deadlines A proactive attitude and willingness to ask questions Good judgment and the ability to handle confidential information The ability to work independently while staying connected to a collaborative team Flexibility to travel and work occasional evenings and weekends when programs require it Previous experience with Cvent, event registration, hospitality, travel, internships, or customer service is helpful but not required. Recent graduates and candidates transitioning into the meetings and events industry are encouraged to apply. You’ll Thrive Here If You Are… Detail-oriented: You catch the misspelled name, missing flight number, or conflicting arrival time. Guest-focused: You understand that every email and interaction is part of the attendee experience. Tech-comfortable: You enjoy learning systems and discovering more efficient ways to organize information. Calm under pressure: You approach unexpected changes with focus and a positive attitude. Proactive: You ask thoughtful questions, stay ahead of deadlines, and look for ways to help. Collaborative: You communicate openly and enjoy contributing to the success of the entire team. Curious: You are excited to learn about events, travel, destinations, and program operations. Fun to work with: You bring positive energy, kindness, professionalism, and a healthy sense of humor. Why MFactor Meetings? Since 2003, MFactor Meetings has designed and delivered award-winning corporate meetings and incentive experiences throughout the United States and around the world. We combine strategic thinking, creative ideas, personalized service, and operational precision to create programs that make a lasting impact. With an established office in San Carlos and an expanding presence in the North Bay, this is an exciting opportunity to join us during an important stage of growth. We work hard, support one another, celebrate great ideas, and take pride in creating extraordinary experiences. You will join a close-knit team where your contribution matters, your ideas are welcomed, and you will receive hands‑on experience across many areas of the meetings and incentive travel industry. Compensation and Benefits Salary range: 75K+ bonus , based on qualifications 401K Participation in our Health Care Benefits Paid time off and company holidays Training and professional development Industry involvement and networking opportunities Opportunities for domestic and international travel A collaborative, entrepreneurial environment where creativity is encouraged Opportunities to grow your career within MFactor Meetings MFactor Meetings is an equal opportunity employer. We value different perspectives and are committed to creating an inclusive workplace. #J-18808-Ljbffr