Operations Assistant - Fixed Term Contract at dmg events

Key Tasks and Responsibilities:

• Assist in Managing & maintaining exhibitor portal (Xporience)
• Assist in the preparation of Onsite information & requirements. (stationery, refreshments, files etc)
• Assist in preparation of Visa letters for travel to South Africa
• Execute exhibitor communication by email & telephone.
• Ensure exhibitor database and floorplans are matching for accuracy.
• Organize printing of floor plans.
• Prepare exhibitor invitation letters for Visa requirements and send approved letters with accompanying documentation to exhibitors.
• Perform general clerical duties to include but not limited to: photocopy, filing & courier.
• Ensure show teams meet deadlines for Ops deliverables by proactive chasing (i.e. feature briefs, artwork, sponsorship information).
• Promote excellent customer service through all team communication processes
• Obtain Health and Safety policies, insurance and risk assessments from main contractors – send to contracted Safety Officer.
• Promote a positive H&S culture amongst suppliers and venue.

Onsite

• Manage Organisers office, including the set up and ordering of any furniture, meals,  IT and staff required.
• Manage sign in/out for staff, radios and keys as appropriate
• Handle enquiries regarding stands, payment and other services

Post show

• Reconcile official contractor, Secondary suppliers and venue invoices.
• Produce an individual post show report of issues that arose, lessons learnt and proposed improvements for future shows.

Exhibitor Services

• Receive, Process and Review stand design submissions
• Chase for more information required / pending items
• Liaise with the venue for approval including preparing initial exhibitors lists and floorplans
• Attend Floorplan audit meetings with the team
• Processing additional services such as banners, services ordered on floor space contracts etc.
• Regular reporting of the stand designs submission status to the Ops Manager and safety officer
• Regular chasing of services forms prior to the services deadline.
• Understand venue regulations / health & safety guidelines. Make sure they are always followed.
• Maintain a list of all stand changes on site (this is extremely important for final billing from the stand builder)

Relationship Management & Industry knowledge:

• Create a positive and professional environment to work in.
• Communicate effectively with all team members, stakeholders, suppliers, venues etc. to build and maintain excellent working relationships.
• Build and maintain a knowledge of health & safety and venue regulations.
• Attend relevant training as required.

Communication:

• Ensure professional and first-class communications both internally and externally.
• Provide regular updates on exhibitor list and floorplan including order forms submission such as Fascias, Electrical etc.
• Attend team meetings and supplier planning meetings.
• Respond quickly and calmly to requests from suppliers, and team members.

Skills & Qualifications:

• Minimum 1 year General Administration Experience. Exhibition and large scale events experience will be beneficial
• Clear and effective communication skills that are essential for liaising with internal departments and external suppliers / vendors
• Computer literacy skills in MS Office Packages (Word, Excel, PowerPoint and or any other CRM software), Internet & Emailing
• Able to prioritize tasks within a given time frame
• Working effectively as part of a team
• Able to work independently with minimal supervision & to multi-task frequently
• Good organizational and planning skills
• Meticulous attention to detail
• Able to work under pressure and long hours closer to the event.