Operations Coordinator

Irving, Texas, us
Company: Informa Intelligence
Category: Management Occupations
Published on 2021-07-30 10:04:08

Job Description

Informa Markets’ Event Operations Team is seeking an Operations Coordinator to work in our Irving, TX office. 

Accountable to:

Participate in an engaged and empowered team

  • Support Operations department in managing and executing event workload
  • Collaborate on long and short-term goals for the group to support company, department and market vision
  • Participate in structured and unstructured communication to ensure clarity around group goals, identification of opportunities and challenges and tracking against timelines and show requirements
  • Monitor workflow, adjust load as necessary and appropriately resource for scale
  • Coordinate operational expenses and revenues for optimal results

  • Prepare analysis and participate in review & negotiation on competitive supplier proposals
  • Support the submission of the annual budget, monthly forecasts and financial information on schedule and as needed
  • Control show expenses while maintaining the best possible quality and service
  • Pay applicable suppliers
  • Follow centralized accounting and department process
  • Work closely with Operations Manager to deliver consistently high performing products and services

  • Meet defined timelines
  • Always strive to “under promise and over deliver”
  • Increase opportunities for revenue and profit growth
  • Collaborate on development of show policies
  • Operations defined as, but not limited to:

  • Produce and maintain accuracy of vendor work orders (i.e. staffing, security, F&B, structures, furniture, av etc)
  • Produce and maintain signage and graphics
  • Provide and proof marketing content for the service kit, exhibitor bulletins and other related operations content
  • Train and manage onsite staffing in partnership with Operations Manager
  • Fulfill onsite operations of events
  • Coordinate inventory for exhibit hall and meeting space
  • Obtain and maintain accuracy of floorplans, renderings
  • Specific areas of responsibility:

  • General Show - i.e. Info booths/centers, publication circulation, guide/map distribution, recycling/compost programs, service areas (registration, offices, baggage check, shuttles, massage etc.), offices, show management areas, sustainability initiatives
  •  Exhibit Hall- i.e. Signage, carpet, booth packages (non-profits, barters, partners), feature areas (café, lounges, theaters, etc), produce floorplan, , on floor education
  • Meeting Rooms- i.e. Show mgmt rooms, education/conference program, client meeting space (partners, barters, non-profit etc)
  • Exhibitor Services- i.e. Variance approvals, floor manager areas/service center
  • Attendee Services- i.e. shuttles, parking venues, registration areas
  • Events- i.e. entertainment, décor company, venues
  • General team support defined as, but not limited to:

  • Maintain overall event schedule
  • Reconcile financial information
  • Maintain vendor contact information and contracts
  • Reconcile exhibit space and meeting room inventory
  • Traffic exhibitor insurance forms and other required documents
  • Provide training/support for list pulls for vendors
  • Manage Exhibitor Appointed Contractors
  • Support the Operations department with additional projects
  • Additional Responsibilities

  • Travel as requested to conferences, clients, vendors, tradeshows, etc.
  • Provide consistent, timely reporting of projects and meet identified deadlines
  • Use identified software and tools for record keeping and event management
  • Responsible for completing invoices, check requests, paperwork, database updates, etc.
  • Responsible for following procedures, timelines & deadlines for projects as indicated
  • Participate in applicable meetings. If not in attendance, accountable for learning about meeting discussions and moving forward action items.
  • Encourage and demonstrate a positive and “can-do” attitude at work.
  • Consistently interact with clients with the utmost professionalism and respect
  • Integrate sustainable practices into work environment and events
  • Work within vision and core values of Informa Markets
  • Others duties as assigned.
  • Qualifications

    Education:

  • College degree or equivalent.
  • Experience:

  • 1-3 years in exhibition and conference operations
  • Preference for experience in handling a variety of industries and types of events
  • Skills/Abilities:

  • Excellent written and verbal communication, interpersonal and customer-service skills
  • Strong organizational, time management, customer service and problem-solving skills
  • Ability to work accurately and meet deadlines with frequent interruptions
  • Experience working in a computerized office environment with word processing, database and spreadsheet skills sufficient to prepare correspondence, reports, forms, statistical/technical/scientific materials, etc. with speed and accuracy
  • Willingness to learn and use new computer programs/applications
  • Ability to work well independently as well as part of a team
  • Ability to exercise flexibility, initiative, good judgment, and discretion
  • Typical Physical Demands:

  • Prolonged sitting, reading, and typing
  • Occasional lifting.
  • Prolonged standing at events
  • Typical Mental Demands:

  • Manage multiple overlapping deadlines
  • Collect and organize information from several different sources to produce a cohesive and correct piece that satisfies the business need
  • Equipment Directly Used:

  • General office equipment, inc but not limited to remote working equipment
  • Working Environment:

  • Hybrid working environment
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