Operations Coordinator

This is an entry level role within the event/exhibition profession. As a Coordinator, you will report into the Head of Operations and you will be a key member of the operations team, ensuring that the event runs flawlessly. Providing high levels of customer care and supporting both our customers and wider internal event team throughout the event cycle.

The operations Coordinator is expected to deliver a range of tasks to support the running of exhibitions throughout the event cycle. These include:

• Liaising with our exhibitors, delegates, sponsors and show contractors providing high levels of customer service at all times


• Liaising with event contractors and suppliers, maintaining accurate data spreadsheet and sharing information with relevant parties.


• Preparing and maintaining the event exhibitor manual, floorplans and show documents.


• Onsite preparation, including, managing all pre-show packing, ordering of goods, and onsite packs.


• Attendance onsite for periods of time at events is required

As an Operations Coordinator you will be the first point of contact for exhibitor enquiries and the smooth running and management of the onsite organiser's office at each event.,
• Work alongside the Operations Manager to deliver the event plan from pre-show planning to onsite delivery


• Assist the Operations Manager in updating and maintaining the exhibition floorplan


• Responsible for maintaining accurate sponsorship tracker and tracking the sponsor deliverables


• The main point of contact for exhibitors throughout the event cycle


• Manage all exhibitor communications, including the exhibitor manual.


• Manage relationships with key stakeholders (suppliers, designers, contractors etc.)


• Respond to a high volume of incoming emails and phone enquiries


• Actively listen and identify customer needs and deliver excellent customer service at every interaction


• Be proactive and exchange information with other departments


• Work away from home at exhibitions to assist in the running of the organiser's office throughout the show tenancy


• Have an appreciation of the show budgeting system


• Research, compare and present quotes on a show deliverables - merchandise, fringe events locations, catering etc. taking costs, ESG and delivery lead times into consideration


• Understand and implement the Health & Safety systems both around the office and onsite


• To provide assistance and back up outside main duties, as required and requested by the operations manager and head of operations.

#LI-DNI


• The successful candidate will be a confident and highly organised individual, with excellent interpersonal skills. Customer care is key to this role, so you'll have proven experience in this field.


• Strong planning and implementation skills


• Motivated and ability to be a team player


• Confident communicator


• Excellent time management - hardworking with a sense of urgency


• Well organised and calm under pressure


• Excellent administrative skills in a busy and fast paced environment


• Ability to prioritise own workload


• A positive and enthusiastic demeanour


• A passion for customer service


• A high level of computer literacy, including excel, word and outlook


• Outstanding attention to detail and accuracy


• Ability and willingness to work flexible hours and locations as required.
  
  About Hyve


We believe that when people come together, powerful things happen. Hyve Group Ltd connects global industry communities through unmissable events, online networking platforms, and hyper-productive meeting programmes.
Our decades of experience put us at the heart of industries, and we are committed to using our influence to shape innovation and drive progress across our customer communities.
Our market-leading portfolio of global brands includes Shoptalk, Spring Fair, Africa Oil Week, Bett, Mining Indaba, and Retail Meetup.

#LifeAtHyve

At Hyve, we are driven by our values: brilliant work, fresh thinking, rich connections, and collective buzz. In practice, this means we value quality, work with passion, celebrate uniqueness, and are our best when we work together.
We value a diverse team and are committed to employing individuals from all backgrounds and creating a culture based around belonging.
Our hybrid working model ensures we respect our peoples' work/life balance.
Human connections are our speciality, and we offer a jam-packed calendar of social events, inclusion workshops, and professional development opportunities to make sure #LifeAtHyve is always fulfilling and exciting.