Operations Executive

dmg events: Energy Portfolio; Dubai; On-site; AED 120,000 - 200,000; Full time

Job summary

An event management company in Dubai seeks an Operations Executive to oversee various tasks and ensure smooth operations for exhibitions. The ideal candidate will have 1-2 years of exhibition experience, excellent customer service skills, and proficiency in software tools like MS Office and AutoCAD. Responsibilities include managing exhibitor communications, supervising project timelines, and ensuring compliance with venue regulations.

Qualifications

• 1-2 years’ experience in exhibitions.
• Proactive, detail-oriented, and capable of multitasking.
• Strong communication skills for diverse audiences.

Responsibilities

• Supervise operations tasks to ensure timely execution.
• Liaise with exhibitors and contractors for information.
• Assist with floor planning and compliance checks.

Skills

Exhibition management

Customer service

Problem-solving

Communication

Multitasking

Tools

MS Office Suite

AutoCAD

Job description

JOB PURPOSE:

Working alongside the Operations Team, supervising various assigned tasks to ensure they are carried out in a timely and effective manner. An Operations Executive should ensure the operations department provides the highest level of service to exhibitors and show teams, offering guidance and feedback, particularly relating to exhibitor and stand services.

Liaising with exhibitors and stand contractors to ensure they have all the necessary information to exhibit at the event and that building permissions can be granted. Conducting business professionally and promoting excellent customer service through all team communications.

KEY ACCOUNTABILITIES:

Support Project Management

• Effectively manage timelines for 'go-live' dates of the Exhibitor Manual to ensure sufficient planning time for exhibitors.
• Build knowledge of Health & Safety (H&S) best practices both pre-event and onsite, and help enforce each event’s H&S measures onsite.
• Critique operational delivery post-show and support the implementation of recommended efficiencies for future events.
• Create and monitor a timeline of key deadlines for allocated events, sharing progress reports weekly with the Operations team.
• File all relevant documentation on the shared drive.
• Assist the wider operations team with tasks outside of your specific allocation as needed.

Exhibitor Manual and Customer Service

• Collate content for the manual, ensuring deadlines are met.
• Update content as necessary.
• Send login credentials to exhibitors.
• Assign exhibitors to agents.
• Manage exhibitor queries via central mailboxes, responding within 24-48 hours, with escalation support from Operations Supervisor/Manager if needed.
• Send out email reminders, limiting to 70 contacts at a time, using SFTP for data transfer.

Stand Design

• Receive, process, and review stand design submissions.
• Follow up for additional information or pending items.
• Liaise with the venue for approval, including preparing initial exhibitor lists and floorplans.
• Schedule floorplan checks with the admin team.
• Assist with performance bond submissions and prepare refund processes if needed.
• Process additional services such as banners and double-deck charges.
• Regularly report on stand design submission status to the Ops Manager.
• Ensure compliance with venue regulations and health & safety guidelines.
• Maintain a list of all stand changes.
• Provide the Ops Manager with shell/pavilion square meters for ongoing shows.
• Issue vehicle passes and contractor badges.

Floor Planning

• Review floor plans for regulatory compliance.
• Support minor changes using AutoCAD or similar tools.

Relationship Management & Industry Knowledge

• Create a positive and professional work environment.
• Communicate effectively with team members, stakeholders, suppliers, and venues to maintain excellent relationships.
• Develop knowledge of health & safety and venue regulations.
• Attend relevant training sessions as required.

Communication

• Ensure professional communication internally and externally.
• Provide regular updates on exhibitor lists and floorplans, including order form submissions.
• Participate in team and planning meetings.
• Respond promptly and calmly to requests from suppliers and team members.
• Manage onsite floor management team and report progress regularly to the Operations Lead.
• Provide post-event reports on queries, incidents, and recommendations.

Qualifications, Experience, & Skills

• 1-2 years’ experience in exhibitions.
• Willingness and ability to travel within the MENA region.
• Proactive, responsible, and able to work calmly under pressure.
• Good team player, organized, and detail-oriented.
• Capable of multitasking across multiple events/projects.
• Strong problem-solving skills.
• Excellent communication skills for diverse audiences.
• Proficient in MS Office Suite (Word, PowerPoint, Outlook, Excel).

el dmg events is an equal opportunity employer. If you have not received feedback within 14 days, consider your application unsuccessful for this round.