Senior Operations Manager

Job Description

The Senior Operations Manager is responsible for helping to deliver a programme of worldwide events through assuming the Operational Lead role and the Exhibitor Support role. As Operational Lead, the Senior Operations Manager will be responsible for professional, on-schedule, on-budget delivery of allocated events including the project management of all logistical aspects of the show. As Exhibitor Support, the Senior Operations Manager will be responsible for managing all exhibitor liaison and support activities. Additional responsibilities for the Senior Operations Manager will be day-to-day line management of the Event Co-ordinator (EC) ensuring smooth and timely delivery of all aspects of the departments operational planning and event management.

Line reporting to : Operations Director (OD)

Key relationships: In addition to the line and matrix reporting relationships above, the SOM will foster a close working relationship with Marketing and the Event Directors.

Key Responsibilities: Assist the OD with the management, support and development of the EC and OM. If you are not fully responsible for an entire event, then you will have a shared responsibility of either Operational Lead or Exhibitor Support.

Senior Operations Manager responsibilities:

Day-to-day management and support to the EC, making sure projects and tasks are being accomplished, that deadlines are being met and accurate records are being kept Assist with the development of the EC to an operational manager role; delegating and monitoring progress of additional responsibilities Reporting on the progress of the EC to the OD in monthly meetings Attending and being responsible for the onsite delivery of our Events, if the OD is unable to attend due to the event schedule

Role Accountability and Duties :
Operations Management & Event Administration

Populating all event information and the managing the show project and task list through Wrike Sourcing and liaising with venues, contractors and suppliers Production of all contractor & supplier specifications documents to receive accurate quotes for all aspects of onsite show management - exhibition and conference - including special features areas. Collating renderings and providing layout maps for services and signage placement in a timely manner Understanding each event’s requirements for onsite staffing Security, temporary staff and medical staff. Creating all onsite schedules, including priority build, run sheets and staffing schedules Understanding the venue and general stand contractor’s rules and regulations Production and management of the signage schedule for the show, working closely with the design team to create artwork, proof and send to contractors and meet print deadlines Producing, maintaining, and reporting on an accurate operational budget. Managing cashflow, collating and ensuring show invoices are coded, processed in a timely manner Arranging and hosting monthly show meetings with the ED and other team members, reporting on any important changes and their progress throughout the campaign Collating all sponsorship, contra deals and any special requirements. Notifying relevant colleagues, contractors and suppliers by requesting quotes and confirming orders Overseeing portal production – Ensuring it is being produced in good time, updating copy and uploading information, requesting and collating contractor information and ensuring other internal teams provide the relevant information prior to the deadline Collation and management of the Operational lead Sustainability Fundamentals, in line with the programme, working closely with key suppliers, contractors and venues to ensure we are meeting and improving on the fundamentals that have been set for the event Creating and reviewing the H&S documentation for the show, including event safety file, response plans and risk assessment, sending to the relevant parties. Ensuring that onsite H&S is being adhered to at the show. Managing the freight and shipping for each event; liaising with the freight forwarders, producing the freight packing list and labels for all event shipping Ordering and managing all onsite kit requirements – collating order lists from all teams, to include stationary requirements, staff badges, exhibitor wrist bands and conference literature Event staff (and where appropriate other key stakeholder) travel management; booking flights, hotels and travel to and from the airports Producing the onsite information packs for staff to include travel and contact information and show Diary/FAQ’s. Onsite delivery of the Event, ensuring all areas are set-up as specified, conference tracks are set in time for testing, and that signage is all accounted for etc. Monitoring feedback and following-up suggestions for future improvements Supporting the SOM/OD with any tasks that may be asked of you Reporting to the OD in a weekly pre-arranged meeting with progress and achievements for the week in-hand and aims for the following week/month Post-show reporting and analysis Post-show – closing down the show, to include chasing in all show invoices in a timely manner, ensuring all contractors are paid and all outgoings are accounted for in time to finalise the trading budget. Preparing for the next event with new and updated event documentation, and use of project managements tools to map out the next campaign

Exhibitor Relationship Management

The primary purpose of the role is to support in all aspects of the exhibitors’ relationship with Smarter Shows; liaising with the exhibitor in terms of key logistical requirements such as booth spec and exhibitor manual etc.  Processing all new bookings for exhibit space and sponsorship, and keeping all records up to date and accurate Sending out the welcome email to include booth information, show guide link and portal link once live  Day-to-day correspondence with all exhibitors, dealing with their inquiries and general exhibition questions from the info@... exhibitors@... leadretrieval@... Inboxes pre-show and weeks out from the shows, reporting any concerns to the OD/ED Reporting on exhibitor’s progress throughout the cycle, and maintaining accurate recordsLiaising with event sponsors regarding deliverables to show siteDealing with all lead retrieval administration and correspondenceEnsuring all Compulsory booth information forms and plans/designs are received and processed by the deadline, providing the permission to build notes, ensuring any violations are changedAdvising of deadlines and deliverables Monitoring exhibitor orders placed with key contractors and suppliers beginning Lead Retrieval customer support on all shows, answering questions pre-show and post-show from exhibitors and managing the LR@ mailbox.  Production and management of the Exhibitor Online Portal/Manual - including tasks such as: Building and updating the Exhibitor Portals/ManualsCollating of compulsory forms etc.Requesting information and order forms from contractors/suppliers and the venueProof reading the copy and checking that all links and downloads operate Production and management of event floorplans Managing the exhibitor database and forwarding the information on a weekly basis to all main contractors/suppliers Responsible for a 6-weekly review of the exhibitor database, Salesforce and floorplan and reporting any anomalies to the Event Director Produce a concerns list: cross check information from debt lists, contractor order lists and own correspondence to provide an accurate concerns list 6-8 weeks out from the show, including regular updates Onsite management of the organiser’s office and deal with all exhibitor/visitor enquiries, ensure all exhibitors are moving in and monitor stand builds, report on and assist with any concerns etc. Sending out the post-show survey to exhibitors and collating results Speaker, sponsor and exhibitor logistics Processing Visa invitation letters Simplifying and constantly reviewing content and regularity of emails to exhibitors

Qualifications

Key Attributes/Skills:

Proven track record of event operations in a B2B commercial environment - working with global suppliers and customers.  Team Player & Flexibility a must Self -Motivated & able to work on own initiative Willing and able to take on responsibility and make decisions Good working knowledge of Microsoft Office Products (in particular Word, Excel & PowerPoint Knowledge of drawing exhibition floor plans Strong Interpersonal Skills Project & Time Management Skills, able to multitask and prioritise Ability to work under pressure & to deal with confrontation Outstanding communication skills and command of English Able to manage budgets efficiently Excellent attention to detail in all aspects of work First aid knowledge/training Health & Safety best practice ideally with IOSH Certification Willingness to travel internationally as required

Additional Information

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