Operations Executive - Exhibition Stand Services

Job Purpose

Working alongside the Operations Team supervising various assigned tasks making sure that they are carried out in a timely and effective manner. An Operations Executive should make sure the operations department is providing the highest level of service to exhibitors and show teams offering guidance and feedback, in particular relating to exhibitor and stand services.

Liaising with exhibitors and stand contractors to make sure they have all the information needed to exhibit at the event and permission to build can be granted. Always conducting business in a professional manner. Promote excellent customer service through all team communications processes.

Key Accountabilities

Support Project Management

• Effectively manage the timelines for ‘go-live’ dates of the Exhibitor Manual to ensure sufficient time for exhibitors to plan.
• Build knowledge of Health & Safety (H&S) best practice both pre-event and onsite and help enforce each event’s H&S measures onsite.
• Objectively critique the operational delivery for post show reporting and support implementing recommended operational efficiencies on future events.
• Create a timeline of the key deadlines for your allocated events and ensure reporting on progress is shared minimum weekly to the Operations team allocated.
• File all relevant documentation on the shared drive.
• Assist the wider operations team with tasks where needed outside of your allocation.
  
  

• Collate content for the manual and ensure the key deadlines are correct.
• Update content when needed
• Send out login credentials to exhibitors
• Assign exhibitors to the agents
• Manage exhibitor queries in the centra mailboxes, responding in 24 h- 48 hours maximum (Operations Supervisor/Manager to assist with escalations if required)
• Sending out email reminder letters – these can be sent out through the show domain email address but DO NOT send out to more than 70 contacts at any one time. Use of SFTP for sending out data
  
  

• 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
• Schedule Floorplan checks with the Admin team
• Assist/process any performance bond submissions in the office
• Prepare performance bond refund process for Finance if needed
• Processing additional services such as banners, double deck charges etc.
• Regular reporting of the stand designs submission status to the Ops Manager
• Understand venue regulations / health & safety guidelines. Make sure they are always followed.
• Maintain a list of all stand changes on site
• Provide Ops manager with shell /pavilions sqm for the shows they are working on.
• Issue vehicle passes and contractor badges
  
  

• Read floor plans to understand regulations and adherence to these.
• Use of AutoCAD to draw floor plans, or support on minor changes.
  
  

• 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.
  
  

• 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.
• Manage the floor management team onsite and report regularly to the Operations Lead on progress.
• Provide a post event report on queries, onsite incidents, and recommendations.
  
  

• 1-2 years’ experience exhibitions.
• Able and willing to travel to countries in MENA regions.
• Pro-active and able to take responsibility.
• Ability to work calmly under pressure in a busy, fast-paced, and agile environment.
• Good team player: able to work well in a team.
• Organised and methodical, with high attention to detail.
• Good at multitasking and working on different events/projects at the same time.
• Good problem solver.
• Good communication skills: can communicate clearly and concisely with different communities and groups.
• Knowledge of MS Office Suite, including: MS Word, PowerPoint, Outlook, and Excel