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Operations Generalist I
entry · Operations
The Operations Support offers vital support throughout the exhibition cycle. They assist with a range of general exhibition duties including but not limited to pre-show administration and managing onsite requirements for all team members, supporting conference logistics and program management team. The Operations Support will work closely with all functions and systems to provide effective and efficient support that contributes to the delivery of our exhibitions.
We want individuals who demonstrate initiative, an inquisitive mind, an obsession with making things better, a passion for solving puzzles, the humility to laugh at themselves, the willingness to ask for help when they are over their heads, and the ability to deal (healthily) with multiple projects, tight deadlines, and demanding partners.
Accountabilities:
Operations Administration
- Checking of stand plans while following the event's stand building regulations
- Setup and update stand check system
- Maintain and update all online show manuals
- Management of all show email inboxes and fulfilling general correspondence and enquiries
- Manage all exhibitor lists and floorplan distribution
- Manage stand plot distribution
- Vendor Management / Liaise with 3rd party vendors on various matters such as, but not limited to; AV feature & digital signage order, catering, crates, floral, furniture, hi-vis jackets, radios, IOSH / health & safety training, IT & comms, temp staff - and many others
- Chasing of service order forms and other contractor / exhibitor requirements such as, but not limited to; Artworks, nameboard list, stand package details, certificate of insurance, public liability certificate
- Manage trackers and maintain show folder management - Health & safety files, contractor on-site information, Smartsheet workspace setup - supplier order trackers
- Liaising with show team and venue operations for meeting room bookings and organizer office requirements.
Operations Support
- Competent use of the e-marketing tool, website management tool and salesforce.com
- Sales support and process - manage sales entries, quotations and invoices
- Upload show logo, addendum, rules and regulations, and indemnity documents to sales tools
- Manage barter process - chase invoices, credit notes, create Pos, liaise with credit control, complete new supplier forms
- Rebooking Support – supporting the Sales Team with capturing interest for the next Event Edition – this may include contracting onsite using automated or manual contracting systems and/or managing all incoming booking forms/enquiries
- Manage supplier compliance documents - Supplier set-up, Master Service Agreements, Schedule of Work, and drafting other legal documents
- Manage exhibitor services such as but not limited to - Exhibitor badges, generate and distribute exhibitor zone credentials, responding to exhibitor general inquiries.
- Post and Shipping – managing all outgoing and incoming post for the Sales and Marketing Teams
- Manage queries - Liaising with airlines, hotels, car vendors, etc. Coordinating with the people who are travelling with their travel arrangements. (Within and or outside RX/REPH)
- Venue Negotiation - Negotiates with venue when it comes to pricing, terms, flexibility, etc. Maintain contact/relationship with relevant hotel/venue contacts.
- Organizing and managing on-site requirements, e.g. co-coordinating pickup and delivery of supplies and on-site materials, feature area management and general marketing team support
- Event marketing - manage exhibitor profile completion, show invitation letter and E-signature distribution, marketing assets chase, marketing campaign calls
- Proofing Printed / Digital Collaterals - Show Catalogue
- Liaising with various marketing teams to ensure content updates on show websites; marketing and sales mailings / e-mails, creative materials are produced and delivered on time; and active social media presence is maintained
- Exhibitor and visitor database management, including dealing with lists and enquiries, updating visitor / exhibitor records and generating list selections for marketing team use.
- Meeting Administration – scheduling team meetings, composing agendas/minutes when required
Qualifications:
- Bachelor's degree holder
- At least 1 year of relevant experience
- Strong time and project management skills
- Excellent written and verbal communication skills
- Experience in an event / exhibition background would be an advantage
- Good IT skills including Microsoft Office applications
- Event operations experience would be an advantage
- Ability to quickly learn and apply enterprise AI tools and technologies to support technical workflows and business objectives.
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