Registration Specialist

SPE•Houston, TX

6d•Hybrid

About The Position

The Registration Specialist supports registration processes for meetings, workshops, and forums across SPE offices, with a focus on North American and Latin American events. The role is part of a small registration group and works with an interdepartmental event team that includes events, exhibits, finance, and marketing. Responsibilities also include testing and implementing new functions in SPE’s internal registration software and, when needed, coordinating registration with third-party vendors. The position is based in Houston, Texas, and uses a hybrid work model, with work from home as needed and occasional office work. The schedule is a 9/80 arrangement, with every other Friday off. Travel is approximately 25–30% of the time, mostly domestic and typically in the Houston area, for five to seven events annually. Some events may involve weekend hours and stays of up to 10 days.

Requirements

Bachelor’s degree or an equivalent combination of education and experience.
Excellent client relationship skills and comfort communicating with members and conference attendees.
Proficiency with data management systems; registration-system experience is a plus.
Comfort working in a Windows environment, including MS Word, PowerPoint, Outlook, and Teams.
Ability to work with Excel spreadsheets.
Strong attention to detail, including ensuring attendees are assigned to the correct conferences.
Flexibility to switch between systems and accommodate different event types.
Good oral and written communication skills.
Ability to balance multiple projects, work at a fast pace, and meet scheduled deadlines.
Self-motivated and able to work independently.
Organized with excellent follow-through skills.
Professional manner and ability to establish strong client relationships.
Willingness to work overtime as required.
Ability to travel approximately 25–30% of the time, mostly domestically, for five to seven events annually; some events may require weekend hours and stays of up to 10 days.
Ability to work in an office environment and from home as needed.

Nice To Haves

Knowledge of Momentus, USI, or EBMS software.
Basic invoicing knowledge.
Bilingual English/Spanish skills.
Volunteer or nonprofit experience.
Background in the oil and gas industry.

Responsibilities

Manage event setup and testing in registration software for North American and Latin American meetings, workshops, and forums.
Review marketing materials and update the event manager as appropriate with registration information.
Process registrations, including forms received by email and requests for invoices and visa invitation letters.
Provide onsite registration support as required.
Train new users in the registration software’s test environment and introduce registration staff to new functions or process changes.
Test IT updates, integrations, upgrades, and other requests related to the registration software.
Balance event financials and work with Finance to ensure exports to the financial software are correct.
Process and adjust cancellations, transfers, refunds, and chargebacks.
Work with third-party vendors for registration when required.

Benefits

9/80 schedule with every other Friday off.
401(k) matching for U.S. employees, with 100% matching up to 5% of salary.
Medical, dental, and vision plans starting on the first day of employment.
Company-paid employee disability and life insurance, with the option to add spouse and children.
Personal time off accruing up to four weeks annually, increasing after five years.
Eight paid holidays, including the day after Thanksgiving and Christmas Eve.
Hybrid work model that may allow remote work several days a week or more, with periodic commuting to a local office.
Tuition reimbursement program with potential reimbursement of 80% on approved courses or degrees.
Employee well-being program at no cost, including emotional support, work-life solutions, referrals, and online expert advice.
Gym membership.
Discounts on brands and experiences.