Operations Coordinator, Overland Expo

Alpharetta, GA - USA

Monthly Salary: Not Disclosed

Posted on: 11 days ago

Vacancies: 1 Vacancy

Department:

Operations

Job Summary

The Operations Coordinator is responsible for the overall coordination of Overland Expo events throughout the years. The Operations Coordinator will report to the Director Events and support the Operations Manager.

Responsibilities:

Staff Logistics

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

Event Logistics

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

Sales Logistics

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

Event Wrap-Up including reporting returning rentals and recommendations for future 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

Miscellaneous including:

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.

Qualifications

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.

About Emerald

At Emerald we strive to foster a diverse and inclusive community. We actively recruit and champion candidates who bring new perspectives from varied professional backgrounds and experiences and we are intentional about ensuring a positive hiring experience for everyone. Our job postings dont contain experience inflation and most dont require college degrees. Instead theyre crafted to focus on outcomes and transferable experiences that are assessed in a structured interview process carried out by trained hiring teams.

COMPENSATION & BENEFITS

Target Compensation: $ (overtime eligible)

Please note that this range reflects a reasonable estimate of the target compensation for this position. This range may ultimately vary based on a candidates qualifications and may be higher where required by applicable law.

We offer a competitive benefits package designed to strengthen our employees physical and mental health including 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 and mental wellness tools.

If you need accommodation in our application process or have questions about our posted salary range please email our Talent Acquisition team at

Required Experience: