Emerald Expositions

Operations Coordinator

Objective:
Ensure all trade show operation/logistical efforts are executed efficiently and in a cost effective manner.

Responsibilities:
•Support Operations Managers with all pre-show and on-site planning and management.
•Research and recommend new vendors and show decorations.
•Research and recommend cost savings measures directly related to operating expense.
•Manage costs to ensure expenses are within budget.
•Assist with new vendor setup and invoice processing.
•Assist with planning and executing of all special events.
•Update show management requirements document and send to vendors.
•Assist with food and beverage menu creation/orders and review/proof all BEOs. Update F&B budget and actuals.
•Assist with management of housing. Collect staff housing requests. Send out hotel confirmations to staff.
•Ghost hotel rates to ensure group rate is the lowest rate being offered at all hotels in group block.
•Assist with final hotel bill reconciliation and auditing.
•Create security packets and other on-site documents, as needed.
•Assist with the sponsorship contracting and fulfillment process.
•Collect all sponsor logos and submit for promotion and signage.
•Manage sponsorships on-site, as needed.
•Track and coordinate publication bin inserts, sponsor bag inserts and literature distribution at show entrances.
•Order and track promotional items.
•Collect and track EAC and exhibitor insurance certificates.
•Lead contact for pre-planning logistics and ordering materials.
•Contact ADA attendee requests and coordinate arrangements, as needed.
•Serve as a floor manager at other EE events, as needed.
•Travel pre-show and on-site as deemed necessary.
•Coordinate other responsibilities as assigned by Operations Manager.

Key Competencies:
•Leadership:
-Takes charge in a positive way.
-Demonstrates initiative, leads by example and motivates others to follow.
-Respected by others for job/technical expertise and high standards maintained.
•Accountability:
-Takes pride and ownership in delivering quality customer service.
-Takes responsibility for own actions.
-Handles stressful situations with maturity.
•Team Work:
-Cooperates with others and proactively contributes to a positive working environment.
-Puts company and departmental goals above individual interests-contributes to the development of team goals and plans.
-Attempts to see the value of others’ ideas and suggestions even if they differ from his/her own.
•Planning & Control:
-Manages time wisely–proactive not reactive.
-Generates new ideas and concepts in operations and services.
-Handles multiple tasks accurately and works at an appropriate pace.
-Utilizes all available resources to meet deadlines.
•Client Focus:
-Communicates proactively with internal and external clients.
-Ensures client satisfaction through targeted measures.
-Develops an understanding of client business issues.
•Problem Solving & Judgment:
-Keen ability to identify and resolve work related problems.
-Sets priorities and adopts strategies which balance short term and long range objectives.
-Finds answers and creates solutions with limited structure and/or specific direction.

Qualifications:
•Proficiency using Microsoft Word and Excel
•College degree or equivalent industry experience