Operations Coordinator - Overland Expo
Emerald is a company that produces over 140 annual events and delivers content through various channels. They are seeking an Operations Coordinator to manage the logistics of Overland Expo events, including staff and event logistics, sales logistics, and post-event wrap-up.
Responsibilities
- Contact hotel for room blocks and group rates
- Manage rooming grids and relationships with hotels
- Book rental cars for ground transportation
- Book flights for all staff and independent contractors attending events
- Finalize all Staff Catering and Dietary Needs
- Organize all staff meals for the entire duration on-site at the event
- Ensure beverages, snacks, and potable water is available
- Manage all travel documents (i.e. arrival/departure, rooming hotel grid, catering)
- Collect, submit and track all staff event T&E expenses
- Research service provider options for all events
- Book or contract service providers as requested
- Manage tent contractor
- Manage decorator assets (tables, chairs, linens)
- Manage tent floor plans
- Manage deployment of all rental assets
- Assist with staffing agency management (i.e. box office, security, parking)
- Assist with temporary staffing hires
- Assist with planning maps for on-site at events
- Assist arrival doc creation
- Assist with contracting Independent Contractors to work events
- Submit and track invoices in conjunction with event expenses
- Ensure onsite sponsorship fulfillment for packages sold by the team
- Organize, manage and ensure exhibitor in-booth parties are planned and executed to meet the clients needs and expectations
- Manage financial reconciliation on payment invoices and client payment for F&B activations
- Assist Sales Team with fulfilling on-site Exhibitor and Sponsor requests and needs
- Communicate with exhibiting clients on questions and concerns
- Deploy exhibitor arrival instructions
- Manage exhibitor and sponsors lists
- Oversee assets prior to and on-site at events that correlate to exhibiting companies and sponsors
- Deploy asset requests and manage Sponsorship fulfillment in advance and on-site at events
- Receive, review, and all post-event expense reports
- Provide operations wrap-up per event including suggestions on streamlined operations for future events
- Return all ordered rentals
- Work with management on finding efficiencies and best practices in planning all logistical aspects of events
- Maintaining a workflow and task list for event logistics to ensure the timely completion of said tasks
- Understand and work towards an event expense budget, including finding savings where possible without devaluing the services provided to consumers
- Communicate and help troubleshoot problems as they arise before, during, and after events
- Be available for regular staff meetings. (weekly or as needed)
- Be available to travel to venues before the event for planning purposes
- Other work as assigned and mutually agreed upon
Skills
- 1+ years experience in event coordination or hospitality
- Team player who enjoys working with multiple people to achieve results
- Strong project management multitasking skills, and attention to detail
- Excellent written and verbal communication, problem solving, and organizational skills
- Thorough working knowledge of the entire Microsoft Suite
- Customer Service Experience is a plus
- The ability to excel in a busy deadline driven environment
- Task orientated, ability to focus on time-sensitive deliverables leading up to an Event
- Travel to events
Benefits
- Unlimited vacation for exempt employees
- Flexible working locations
- 401(k) plan with a company match
- Medical/dental/vision coverage with inclusive provisions including transgender services and fertility benefits
- Parental and caregiver leave
- Dependent, commuter and FSA benefits
- Professional development programs like Toastmasters
- Mental wellness tools
Company Overview