Senior, Executive Operations

Job purpose

Create policies, processes, and strategies that help their exhibition run efficiently and profitably

Duties and responsibilities

Senior Operations

HALL BOOKING

SHOW LICENSE
• Coordinate with hall venue to get Hall Booking Reservation

CONTRACTOR BIDDING

OPERATIONS ACTION PLAN
• Work out the Action Plan for all shows in Vietnam
• Work out the Show schedule: Move-in, Show day, Move-out date and time for all shows
• Inform all PMs, official contractors about Action plan and Show schedule

BOOTH PACKAGES WITH VAS ITEMS

FLOORPLAN MANAGEMENT

FLOORPLAN RECONCILE
• Plan for FP reconcile meeting to involve project and finance team to sit together
• Project, operations and finance team to check and synchronize the floorplan, actual contracts, VAS/FOC list
• Finance to make a report after every meeting
• After the show, the finance team to sit with operations, project team to review actual plan against the final floorplan and make the report

HEALTH and SAFETY MANAGEMENT
• Inform project team to inform exhibitors about the rules and regulations of our exhibitions

COMPRESSED AIR CONTRACTOR

BUDGET, PRE-SHOW COST, POST-SHOW COST

ORGANIZER REQUIREMENT

VAS FREIGHT SERVICE
• Monitor the installation on-site to make sure the VAS items are delivered in the correct designs and on-time

ONE-ON-ONE MEETING
• Work with official contractors for the solutions and plan
• Invite related departments and contractors to join the meeting
• Conduct meetings

EXHIBITOR BRIEFING
• Receive the request from the project team for the exhibitor briefing schedule
• Prepare presentation for exhibitor briefing
• Conduct exhibitor briefing

ROASTER MEETING
• Receive the request from the project team for the roaster
• Coordinate with related departments and contractors for the information
• Prepare presentation for roaster meeting
• Conduct presentation

SUMMARY ADDITIONAL ORDERS TO STANDFITTING
• Finalize and confirm the summary for production to contractors 1 week before the show
• Monitor the installation on-site to make sure the orders are delivered in the correct requirement and on-time

SUMMARY ELECTRICITY ORDERS TO ELECTRICITY
• Finalize and confirm the summary for production to contractors 1 week before the show
• Monitor the installation on-site to make sure the orders are delivered in the correct requirement and on-time

IT - REGISTRATION SYSTEM
• Operations can support to find IT vendor
• Registration + IT equipment + system setup - under Marketing

Executive Operations:
• Coordinate to compose and circulate out the move-in, show days, move-out schedule; SPOC kit

• Collect updated information from all Official contractors and Related Internal Departments and adjust Information, Cost, Contact Person, Deadlines, Regulations in Exhibitor Manual

• Be responsible for Floorplan reconcile operations, Health and Safety Management

• Coordinate to collect orders, payment and monitor for Booth Attendants (Junior Interpreters), FOC/VAS items.

• Coordinate with Freight Forwarder and Internal departments to pack and ship materials used for Exhibitions

• Coordinate to receive and manage Early Bird Rate between Project team, Exhibitors and Official contractors.

• Coordinate to collect and manage Official Contractors reports

• Coordinate to schedule and conduct One-on-one meeting, Exhibitor briefing with Project team, Exhibitors and Official contractors.

• Coordinate to schedule and conduct Roaster meeting with internal departments.

• Coordinate to collect orders, payment and monitor Summary Additional Orders, Electricity Orders, Shell Scheme list.

• Perform any other duties assigned by line manager.

• A minimum of 2 years’ experience at the Operations Executive level or experience in relevants like as Event media or baquet section in restaurant.
• Working knowledge of industry, venues and currently appointed contractors
• Demonstrated ability to work independently, to meet deadlines consistently and operate within budgetary targets
• Proven ability to work constructively under pressure
• Excellent time management, organization and prioritizing skills
• Strong organizational and administrative skills
• Excellent interpersonal skills
• Excellent written & spoken English
• Confident team player with a creative and innovative approach
• Meticulous attention to detail
• Reading and understanding of technical floor plans and stand drawings
• Customer-focused

Working conditions

The position may require longer working hours in high season when the show is coming include evening, weekends and holidays.

Direct reports

To be a supplement in accordance with business requirement

- Premium Healthcare for employee
- Competitive salary
- Annual leave

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