Operations Coordinator - Events and Exhibitions

Operations Coordinator - Events and Exhibitions

An Operations Coordinator oversees a project from A to Z, coordinating with production and installation of each project within the agreed guidelines in respect with company processes, project milestones, and time frames. They follow up until delivery and ensure client satisfaction.

Effectively handle each project from creation to completion with efficiency.

Key Responsibilities:

• Follow up, coordinate with efficiency, and maintain Job Order upon receipt of new assigned project, ensuring JO contains all details received/inquired and updated.
• Coordinate/ensure receipt of all required artworks from client in proper format and resolution before planned deadlines.
• Ensure delivery of duly received artwork to designated Artwork Designer, coordinate with client for final approval, and document every communication and approval, never verbally.
• Communicate with client in a professional and ethical manner.
• Coordinate with Installation/Production Design to prepare appropriate/precise material specifications.
• Prepare samples, physical/visual for client approvals.
• Coordinate with Projects to ensure fabrication results are in line with client requirements.
• Prepare the mock-up, if applicable, for each project, coordinating accordingly with client/production/projects/designer.
• Prepare and maintain a detailed checklist for each project.
• Update and maintain The Daily Summary Monitoring folder.
• Coordinate with production to create the build-up schedules and ensure that it is followed through properly.
• Ensure that the project is delivered within the agreed timeline and handed over in a proper fashion.
• During handover, assure that the quality of the project is in line with bros mastermind standards.
• Maintain positive client relationships during build-up/delivery/show and after.
• Coordinate between Production/installation to ensure prompt and appropriate delivery of material and approved samples.
• Create a proper/precise duly filled Job Ticket, ensuring receipt/compliance by Production.
• Efficiently manage a demanding and varied workflow.
• Coordinate and assist with all aspects of installation/build-up of any bros mastermind project in hand.
• Coordinate with purchasing department and different suppliers for materials and samples.
• Prepare all required organizers/venue forms/permits for each project, coordinating/communicating.
• Be presentable and hygienic.
• Implement and control Code of conduct and procedures.
• Continuously propose possible improvements in all areas of influence.
• Communicate and consult with clients on project requirements and objectives.

Formulating project strategies and goals, agreeing timelines, supervising production, monitoring, and chasing work progress, writing reports, analyzing, interpreting, and presenting results, and administration.

Delivering presentations and reports to management, delivering the project on time and within budget, and creating client happiness.

Making sure the project has all required elements to run smoothly and up to the company's and client's standards.

The work offers high levels of responsibility and excellent opportunities for promotion to consultant or senior managerial positions. Tight client deadlines require an ability to work under pressure, but this can also provide a real buzz to the working day.

REQUIRED SKILLS & EXPERIENCE:

• Advanced computer skills with high proficiency in Microsoft Office.
• Commercial awareness in all stages of the project.
• Numerical skills.
• Ability to work under pressure with high agility and flexibility.
• Excellent problem-solving skills.
• Excellent analytical skills.
• Organizational skills.
• Interpersonal skills.
• High integrity.
• Team spirit: positive, supportive, calm under pressure.

In the handover meeting, the Job Order will be fully transferred from Projects departments to Operations and Technical. The Operations Coordinator is informed about the scope of work and all related information, technical and operational on that project. All missing information should be highlighted, and the technical department will start preparing all technical descriptions and required workshop drawings.

In that process, the Operations Coordinator will introduce himself to the client and act as a bridge between the technical department and client until the full technical aspects of the Job are done and a complete handover to the Production Manager is completed.