Operations Generalist

• Checking of stand plans while following the event's stand building regulations
• Setup and update stand check system
• Maintain and update all online show manuals.
• Management of all show email inboxes and fulfilling general correspondence and enquiries • Manage all exhibitor lists and floorplan distribution.
• Manage stand plot distribution.
• Vendor Management / Liaise with 3rd party vendors on various matters such as, but not limited to; AV feature & digital signage order, catering, crates, floral, furniture, hi-vis jackets, radios, IOSH / health & safety training, IT & comms, temp staff - and many others.
• Chasing of service order forms and other contractor / exhibitor requirements such as, but not limited to; Artworks, nameboard list, stand package details, certificate of insurance, public liability certificate.
• Manage trackers and maintain show folder management - Health & safety files, contractor on-site information, Smartsheet workspace setup - supplier order trackers.
• Liaising with show team and venue operations for meeting room bookings and organizer office requirements.

• Competent use of the e-marketing tool, website management tool and salesforce.com
• Sales support and process - manage sales entries, quotations and invoices
• Upload show logo, addendum, rules and regulations, and indemnity documents to sales tools
• Manage barter process - chase invoices, credit notes, create Pos, liaise with credit control, complete new supplier forms
• Rebooking Support – supporting the Sales Team with capturing interest for the next Event Edition – this may include contracting onsite using automated or manual contracting systems and/or managing all incoming booking forms/enquiries
• Manage supplier compliance documents - Supplier set-up, Master Service Agreements, Schedule of Work, and drafting other legal documents
• Manage exhibitor services such as but not limited to - Exhibitor badges, generate and distribute exhibitor zone credentials, responding to exhibitor general inquiries.
• Post and Shipping – managing all outgoing and incoming post for the Sales and Marketing Teams
• Venue Negotiation - Negotiates with venue when it comes to pricing, terms, flexibility, etc. Maintain contact/relationship with relevant hotel/venue contacts.
• Organising and managing on-site requirements, e.g. co-coordinating pickup and delivery of supplies and on-site materials, feature area management and general marketing team support
• Event marketing - manage exhibitor profile completion, show invitation letter and E-signature distribution, marketing assets chase, marketing campaign calls.
• Proofing Printed / Digital Collaterals - Show Catalogue
• Liaising with various marketing teams to ensure content updates on show websites; marketing and sales mailings / e-mails, creative materials are produced and delivered on time; and active social media presence is maintained.
• Exhibitor and visitor database management, including dealing with lists and enquiries, updating visitor / exhibitor records and generating list selections for marketing team use.
• Meeting Administration – scheduling team meetings, composing agendas/minutes when required.

• Bachelor's degree holder
• At least 1 year of relevant experience
• Strong time and project management skills
• Excellent written and verbal communication skills
• Experience in an event / exhibition background would be an advantage
• Good IT skills including Microsoft Office applications
• Event operations experience would be an advantage

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