Operations Coordinator, Culinary

2 weeks ago

London, United Kingdom Endeavor Full time

Who We Are:
IMG is a global leader in sports, fashion, events and media. The company manages some of the world’s greatest athletes and fashion icons; owns and operates hundreds of live events annually; and is a leading independent producer and distributor of sports and entertainment media. IMG also specializes in licensing, sports training and league development. IMG is a subsidiary of Endeavor, a global sports and entertainment company.

Endeavor is a global sports and entertainment company, home to the world’s most dynamic and engaging storytellers, brands, live events and experiences. The company is comprised of industry leaders including entertainment agency WME; sports, fashion, events and media company IMG; and premier mixed martial arts organization UFC. The Endeavor network specializes in talent representation, sports operations & advisory, event & experiences management, media production & distribution, experiential marketing and brand licensing.

Operations Coordinator, Culinary

To assist with the operational management and administration of A & E Events at IMG UK Limited

Principal Accountabilities

Responsibilities will include:

- Responsible for the creation, distribution and management of the event exhibitor/trader manual
- Responsible for the negotiation, appointment, contracting and onsite management of ancillary contractors for events.
- Appointment of the Exhibitor / Trader Management Team together with the ongoing management to ensure all H&S including food hygiene and compulsory documentation has been submitted and reviewed in advance of the event.
- Forecasting and managing feature budgets under the guidance of the Operations Team. This includes ensuring the budget is updated regularly and accurately.
- Working with the event management team to deliver the event features. To support the furniture and set dressing, technical requirements and signage.
- Ensuring IMG financial processes and protocols are adhered to at all times when processing invoices, setting up and appointing vendors.
- Negotiating and producing thorough legal agreements.
- Liaising with the Health and Safety Advisor to ensure all contractor paperwork is submitted and reviewed.
- Assisting the Operations Team in producing and updating the event/attractions/features Build Schedule, Risk Assessments and Event Safety Management Plans
- Onsite management of features/attractions ensuring the build schedule is adhered to and within budget.
- Management of IMG / Event Policies/ contractual agreements to ensure premises licence and or venue agreements are adhered to.
- Supporting the Operations Manager with the development and updating of power, security and stewarding schedules and other staffing schedules.
- Supporting the Operations Manager and Event Team to deliver on the overall Look and Feel of the event to include signage, dressing and feature design.
- Administrative support to the operations and event management team including negotiating and booking accommodation, travel and catering
- Responsible for managing the Organiser / Production Office in support of the site team
- Collaborating with the Operations Manager to update the CAD plan for the event
- Provide administrative support by taking minutes for key safety meetings and debriefs Assisting, supporting and implementing sustainable policies and practices where possible

Unusual Challenges or Circumstances e.g. shift(s)/ unsocial hours/ travel etc
- Regular evening and weekend work, especially over the event period
- Travel for meetings
- Event hours are long and hard work but rewarding and done as part of the team

Key Results Areas
- Ensuring suppliers are appointed and managed effectively and that all costs are kept within budget.
- Ensuring invoices are signed off in good time and the budget is updated accurately.
- Ensuring contractor and exhibitor/trader paperwork is collated and reviewed in good time for the event.
- Ensuring all exhibitor/trader queries are responded to within 48 hours by the Exhibitor/Trader Manager Team.
- Ensuring all event paperwork is updated and submitted to relevant authorities in good time in conjunction with the Operations Manager.
- Finding ways to improve pre-existing operational systems or improving the existing festival offering

Knowledge and Experience

Mandatory
- Experience working in a customer focussed environment
- Experience working with brands, traders and contractors
- Administrative experience and skills

Desirable
- Experience in budget management and commercial awareness
- Experience working with food brands, food experiences and/ or food events
- Experience in managing contractors
- Experience working in events and festivals
- Understanding of event operational delivery

Skills & Abilities (Personal and Professional)

Mandatory
- IT Skills (Microsoft Packages) Excel, Word and PowerPoint
- Excellent time management and organisational skills
- Meticulous attention to detail
- Solutions focused
- Flexible and

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