Operations Supervisor

Working alongside the operations manager supervising various assigned tasks making sure that they are carried out in a timely and effective manner. An operations supervisor should make sure the operations department is providing the highest level of service to exhibitors and show teams offering guidance and suggestions for creative and cost-effective solutions. Liaising with contractors to make sure they have all the information needed to complete their job. Conducting business in a professional manner at all times. Promote excellent customer service through all team communications processes.

Job Context:

Develop show plans and execute within deadlines / update the worksheet regularly.
Be able to prioritize multiple tasks and projects.
Ensure all work is accurate.
Reactive support of show teams.
Ensure show teams meet deadlines for ops deliverables by proactive chasing.

Main Duties & Responsibilities:

• Communicate show requirements accurately in a timely manner to suppliers negotiating the best possible cost.
• Have an understanding of venue regulations / health & safety guidelines. Make sure they are followed at all times.
• Compose assertive and polite correspondence to exhibitors / contractors with specific issues that cannot be handled by the Exhibitor Stand Service team. This includes operational queries from the show teams.
• Coordinate with the Operations Executives / Exhibitor Stand Service team to make sure they are keeping updated and accurate exhibitor lists with all the correct information for each show including any special features within the show.
• Make sure that the team are sending lists to all official contractors.
• Work with the Ops Managers on show features, meeting rooms etc. This could include but not limited to, updating designs, graphics and AV orders.
• Work with the Ops Managers to produce the show exhibitor manuals. Regularly look at ways to improve the function and content of the manuals.
• Work with admin and show teams for feedback from the agents and exhibitors that may be useful when updating manuals.
• Learning signage locations, how it should be presented, branding, type of signage required depending on location.

ONSITE:

• Supervising tasks/projects worked on in the office.
• Preparing the onsite organizer's offices, making sure that they are furnished correctly including the IT / telecoms and stationary.
• Use our official suppliers where possible.
• Look after all onsite catering.
• Overseeing special features with Ops Manager.
• Look after the registration setup overseeing the build of desks and layout of writing desks. This includes the exhibitor badge collection and pack distribution area where applicable.

POST-SHOW:

• Assist the Ops Manager in producing an individual post-show operations report of any issues that arose, lessons learnt and proposed improvements for future shows.
• Turn suggestions for improvements into practical actions, and make sure they are put in place.
• Reconcile shell scheme and package requirements against invoices.

Qualifications, Experience, & Skills:

Minimum Qualifications and Knowledge: Venue knowledge, familiar with health and safety standards in the region, good people management skills, customer-focused, hands-on approach, excellent attention to detail, supportive team player, good communicator at all levels, able to prioritize and set workloads, ability to understand technical design plans.

Minimum Experience: Previous experience working with an operations team in the exhibition industry. Computer literate especially in EXCEL.

Behavioral Competencies: Sense of humour and desire to learn.