Job description
*Job Summary:*
The Event Operations Coordinator will assist in the planning, execution, and evaluation of events, ensuring that all logistical and operational elements are seamlessly integrated. This role requires strong organizational skills, attention to detail, and the ability to work in a fast-paced environment.
*Key Responsibilities:*
1. *Event Planning & Coordination:*
- Assist in the development of event concepts, timelines, and action plans.
- Coordinate with vendors, suppliers, and contractors to secure services and resources needed for the event.
- Assist in the setup, operation, and teardown of events.
- Ensure all event operations are in compliance with company policies and legal regulations.
2. *Logistics Management:*
- Manage the logistics of event materials, equipment, and supplies.
- Coordinate transportation, accommodation, and catering services for event staff and participants.
- Oversee the setup of event spaces, including seating arrangements, AV equipment, and signage.
3. *On-site Event Management:*
- Act as the point of contact for all on-site operations during events.
- Supervise event staff and volunteers, ensuring all roles are performed effectively.
- Handle any on-site issues or emergencies with quick and effective solutions.
- Ensure the event schedule is followed and adjust plans as needed to accommodate changes.
4. *Vendor & Stakeholder Liaison:*
- Communicate with event vendors and stakeholders to ensure all deliverables are met.
- Negotiate contracts and manage vendor relationships.
- Ensure timely payments and contract fulfillment.
5. *Post-Event Evaluation:*
- Assist in the collection and analysis of event feedback and metrics.
- Participate in post-event debriefs to identify areas for improvement.
- Coordinate the return or disposal of event materials and equipment.
- Prepare event reports and summaries for review by senior management.
6. *Administrative Duties:*
- Maintain accurate records of event details, including budgets, invoices, and contracts.
- Assist with the creation and distribution of event communications and marketing materials.
- Support the Event Manager in budget tracking and financial reporting.
*Qualifications:*
- *Education:* Bachelor’s degree in Event Management, Hospitality, Business Administration, or related field.
- *Experience:* 2-4 years of experience in event coordination, operations, or a similar role.
- *Skills:*
- Strong organizational and multitasking abilities.
- Excellent communication and interpersonal skills.
- Proficiency in event management software and MS Office Suite.
- Ability to work under pressure and meet tight deadlines.
- Attention to detail and problem-solving skills.
- Flexibility to work evenings, weekends, and holidays as needed.
- *Physical Requirements:*
- Willingness to travel for events, if required
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