Freelance Operations Executive
Job Description
Read carefully before applying.
This role requires the incumbent to be in possession of a valid freelance visa to conduct freelance work in Dubai. Only candidates that currently live in Dubai and hold valid freelance visas will be considered.
Job Purpose:
This role is working on a unique project, part of the Operations and overall project team delivering Green Zone at COP29 in Baku Azerbaijan.
As the Operations Executive β Exhibition, your role is to support the operations department in providing the highest level of service to exhibitors support the COP29 Commercial team,
offering guidance and feedback, in particular relating to exhibitor and stand services.
You will be liaising with exhibitors and the contractor Project Managers, to make sure they have all the information needed to exhibit at the event, they have designs and costings and permission to build can be granted. Ensuring progress is tracked and monitored, feeding back to the Senior Operations Manager regarding the progress of exhibitor design, additional orders and installation onsite.
Always conducting business in a professional manner. Promote excellent customer service through all team communications processes.
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Key Responsibilities:
Project Management
- Successfully work with various technology platforms such as Monday.com, Smartsheet, Excel, inputting on a daily basis updates.
- Ensure clear understanding of Health & Safety (H&S) best practice both pre-event and onsite and help enforce each eventβs H&S measures onsite. Understand the impact of high risk exhibitors.
- Objectively critique the operational delivery for post show reporting and support implementing recommended operational efficiencies on future events.
- File all relevant documentation on the shared drive.
- Assist the wider operations team with tasks where needed outside of your allocation.
Exhibitor Manual and Exhibitor & Contractor Customer service
- Reply to exhibitor queries in the central mailboxes, responding in 24 h- 48 hours maximum.
- Supply information to a content calendar for exhibitor emails, improving the content based on exhibitor queries and factoring in deadlines from third party service providers.
- Contribute to the internal FAQ document and external FAQ to support the Commercial team with pre-sales queries.
- Working with the Operations team to always try and improve organiser/exhibitor relationships with the objective of providing a customer focused service.
Stand Design
- Ensure the team has introduced all exhibitors to the correct contractor Account Manager within 48 hours and part of the stand design brief stage; ensure they are tracking progress and holding the contractor accountable to the agreed SLAs for design & estimates timeframes.
- Chase for more information required / pending items
- Liaise with the CAD masterplanner to supply stand designs, feeding into overall planning and FLS approvals.
- Carry out Floorplan checks with the Admin team
- Processing additional services such as cleaning and internet with the relevant third parties, ensuring correct information is shared, financial reconciliations are carried out.
- Regular reporting of the stand designs submission status via Monday.com and feeding into regular reports to the Operations Director.
- Understand the COP29 regulations / health & safety guidelines. Make sure they are always followed.
- Maintain a list of all change orders on site
- Liaise with the Senior Ops Manager on key concerns.
Floor planning
- Read floor plans to understand regulations and adherence to these.
- Work with the CAD masterplanner to ensure stand designs are achievable.
- Have an understanding of event flow, how to maximise sellable space and opportunities for sponsorship.
Relationship Management & Industry knowledge
- Create a positive and professional environment to work in.
- Communicate effectively with all team members, stakeholders, suppliers, COP29 etc. to build and maintain excellent working relationships.
- Build and maintain a knowledge of health & safety and venue regulations.
- Attend relevant training as required.
Communication
- Ensure professional and first-class communications both internally and externally.
- Attend team meetings and supplier planning meetings.
- Respond quickly and calmly to requests from suppliers, and team members.
- Provide an evaluative post event report on queries, onsite incidents, and recommendations
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Qualifications and Experience:
Key requirements for the role
β’ Minimum 3 yearsβ experience exhibitions in a large scale environment with temporary structures.
β’ Experience of client relations.
β’ Able and willing to travel to Baku β must be able to stay in country for prolonged periods of time.
β’ Pro-active and able to take responsibility.
β’ Ability to work calmly under pressure in a busy, fast-paced, and agile environment.
β’ Good team player: able to work well in a team.
β’ Organised and methodical, with high attention to detail.
β’ Good at multitasking and working on different events/projects at the same time.
β’ Good problem solver.
β’ Good communication skills: can communicate clearly and concisely with different communities and groups.
β’ Knowledge of MS Office Suite, including: MS Word, PowerPoint, Outlook, and Excel, Monday.com
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dmg events is an equal opportunity employer. If you have not had feedback from us within 14 days, please consider your application as unsuccessful for this round.
Date Posted
08/12/2024
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