Operations Coordinator

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

Effectively handle each project from creation to completion with efficiency.

Key Responsibilities:

1. Follow up and coordinate efficiently, maintaining Job Order upon receipt of new assigned projects, ensuring JO contains all details received/inquired and updated.
2. Coordinate the receipt of all required artworks from clients in proper format and resolution before planned deadlines.
3. Ensure delivery of duly received artwork to designated Artwork Designer, coordinate with clients for final approval, and document every communication and approval never verbally.
4. Communicate with clients in a professional and ethical manner.
5. Coordinate with Installation/Production Design to prepare appropriate and precise material specifications.
6. Prepare physical/visual samples for client approvals.
7. Coordinate with Projects to ensure fabrication results are in line with client requirements.
8. Prepare mock-ups if applicable for each project, coordinating accordingly with clients, production, projects, and designers.
9. Maintain a detailed checklist for each project.
10. Update and maintain The Daily Summary Monitoring folder.
11. Coordinate with production to create buildup schedules and ensure they are followed properly.
12. Ensure projects are delivered within the agreed timeline and handed over properly.
13. Assure that the quality of the project is in line with company standards during handover.
14. Maintain positive client relationships during buildup, delivery, show, and after.
15. Coordinate between Production and installation to ensure prompt and appropriate delivery of materials and approved samples.
16. Create a proper and precise duly filled Job Ticket, ensuring receipt/compliance by Production.
17. Efficiently manage a demanding and varied workflow.
18. Coordinate and assist with all aspects of installation/buildup of any project in hand.
19. Coordinate with the purchasing department and different suppliers for materials and samples.
20. Prepare all required organizers, venue forms, and permits for each project.
21. Be presentable and hygienic.
22. Implement and control Code of conduct and procedures.
23. Continuously propose possible improvements in all areas of influence.
24. Communicate and consult with clients on project requirements and objectives.
25. Formulate project strategies and goals.
26. Agree on timelines.
27. Supervise production, monitor, and chase work progress.
28. Write reports.
29. Analyze, interpret, and present results.
30. Handle administration tasks.
31. Deliver presentations and reports to management.
32. Deliver projects on time and within budget, ensuring client satisfaction.
33. Ensure the project has all required elements to run smoothly and meets company and client 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 can also provide a real buzz to the working day.

REQUIRED SKILLS & EXPERIENCE:

1. Advanced computer skills with high proficiency in Microsoft Office.
2. Excellent verbal communication skills.
3. Commercial awareness in all stages of the project.
4. Numerical skills.
5. Ability to work under pressure with high agility and flexibility.
6. Excellent problem-solving skills.
7. Excellent analytical skills.
8. Organizational skills.
9. Interpersonal skills.
10. High integrity.
11. Team spirit: positive, supportive, and 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 technical and operational information on that project. All missing information should be highlighted, and the technical department will start preparing all technical descriptions and required workshop drawings.

Once production is initiated, the Operations Coordinator will continue to prepare and bring together all sides and aspects of the project.

Operations Task List:

1. Communication:
   With Clients: Chasing approvals, artworks, access dates, and time details, and everything that is missing from the job description. Handling complaints regarding delays, quality issues, and managing clients' requests.
2. With Operations Manager: Project handover, attending initial client meetings, and raising issues that are out of control.
3. With Production: Defining deadlines, quality checks, and raising issues if there are problems with material supply.
4. With Projects: Investigating the scope of jobs and informing about additional items.
5. With Installation: Planning for installations, following up on progress, and managing client on-site operations.
6. With Logistics: Coordinating logistics and confirming deliveries.
7. With Warehouse: Checking stock levels and availability of items.

Job Order Preparation:
Gathering missing information from the client, coordinating with the technical department, and ensuring all changes are confirmed.

Artwork:
Communication with clients and in-house designers, explaining requirements, and problem-solving for printing issues.

Print Ticket Preparation:
Filling formats, checking links, and ensuring all changes are documented as revisions.

Experience: 1-2 years of experience in graphic design, with exposure to print design, signage, and event-related projects. Experience in the events or exhibitions industry is a plus.

Design Software Proficiency: Strong knowledge of Adobe Creative Suite (Illustrator, Photoshop, InDesign). Knowledge of other design tools (e.g., CorelDRAW, Sketch) is a plus.

Print Production Knowledge: Understanding of print production processes and requirements for various materials.

Attention to Detail: Strong eye for design, typography, color, and layout, with a focus on precision and accuracy.

Communication Skills: Good verbal and written communication skills.

Time Management: Ability to manage multiple tasks and meet deadlines in a fast-paced environment.

Creative Problem Solving: Ability to think creatively and adapt to project constraints.

Education: A degree or diploma in Graphic Design, Visual Arts, or a related field.