Operations Coordinator

Hibob Inc.; Greater London; On-site; GBP 25,000 - 38,000; Full time

Job summary

Hyve is seeking an Event Operations Coordinator to join our Operations team, supporting the planning and delivery of our exhibition. You’ll work closely with exhibitors, contractors and internal teams to provide exceptional service, manage timelines and keep documentation and floorplans accurate.

This role offers a dynamic international events environment and opportunities to grow within the business. Ideal candidates are organized, proactive and customer-focused, ready to thrive in a fast-paced

Qualifications

• Excellent administrative and organisational skills, with the ability to prioritise workloads.
• Exceptional attention to detail with strong time management.
• Outstanding written and verbal communication with a customer-focused approach.

Responsibilities

• Deliver event plan from pre-show planning to onsite delivery with Operations Manager.
• Be primary contact for exhibitors and contractors, manage shared inboxes and respond to inquiries.
• Assist Exhibitor Manual: track submissions, deadlines, and queries.
• Support updates and checks of exhibitor listings and floorplans.
• Prepare, update and maintain operational docs, schedules and checklists.
• Monitor project deadlines and follow up with exhibitors, suppliers and contractors.
• Coordinate suppliers, contractors and internal teams for day-to-day delivery.
• Prepare and distribute operational docs, briefing materials and onsite resources.
• Maintain records of project progress, actions, issues and resolutions.
• Provide general operational and admin support before, during and after the event.
• Assist with diary management, task planning and prioritisation for wider team.
• Deliver outstanding exhibitor support and route inquiries appropriately.

Skills

Administrative skills

Attention to detail

Communication skills

Job description

A bit about us

We’re Hyve - organiser of the world’s fastest-growing and most forward-thinking B2B events. As the chosen event partner to many of the world's leading companies, our platforms play a critical role in their strategies - helping them enter new markets, accelerate growth and connect with the people who matter most.

Our portfolio features some of the world's leading events in sectors like ecommerce, healthcare, edtech, and fintech. We’re growing fast with an entrepreneurial culture that empowers big ideas and quick action, plus an ambitious acquisition strategy bringing exciting new events into our mix.

Alongside our market-leading events, we’re building tech and data-driven products that supercharge connections – from one-to-one meeting programs and curated table talks to year-round engagement platforms.

Whatever your role, you’ll join a global team redefining how industries connect, collaborate, and grow – working with some of the most talented people in the business.

Think that sounds good? Wait until our talent acquisition team tells you about the culture.

A bit about you

First things first: whatever your background, beliefs or ambitions, there’s a culture of belonging at Hyve — and everyone is welcome. The question isn’t where you’ve come from, but where you want to go.

You’ll thrive here if you’re curious, collaborative and not afraid to challenge convention. We look for people who take pride in what they do, who are excited by change and always moving forward. The kind of people who stay open, keep learning, and look for better ways to make an impact.

Our shared behaviours guide how we work: we dare to do things differently, own our work, embrace collaboration, stay true to ourselves and others, and remember that optimism wins.

If that sounds like you, you’ll fit right in.

A bit about the role

The Event Operations Coordinator plays an integral role within the Operations team, supporting the successful planning and delivery of the exhibition.

Working closely with exhibitors, contractors, suppliers and internal stakeholders, the Event Coordinator will deliver exceptional customer service while coordinating a wide range of operational and administrative activities. This is a varied, fast-paced role requiring excellent organisational skills, attention to detail and the ability to manage multiple priorities to ensure the smooth delivery of the exhibition.

This position is ideally suited to someone at the beginning of their events career or an individual looking to build hands-on experience in exhibition and event operations within a dynamic international events business.

As part of your job, you’ll be

• Working alongside the Operations Manager to deliver the event plan from pre-show planning to onsite delivery
• Act as a primary point of contact for exhibitors and contractors, managing shared inboxes, responding to enquiries and escalating issues where appropriate.
• Provide administrative support for the Exhibitor Manual, including tracking submissions, monitoring deadlines and assisting exhibitors with platform-related queries.
• Supporting updates and carrying out exhibitor listing and floorplan accuracy checks.
• Prepare, update and maintain operational documentation, schedules and internal checklists.
• Monitor key project deadlines, proactively following up with exhibitors, suppliers and contractors to ensure timely completion of actions.
• Support the coordination of suppliers, contractors and internal teams to facilitate the smooth day-to-day delivery of the exhibition.
• Prepare and distribute operational documentation, briefing materials and onsite resources, including printing and event collateral.
• Maintain accurate records of project progress, outstanding actions, issues and resolutions.
• Provide general operational and administrative support before, during and after the event, ensuring a high standard of organisation and customer service.
• Assist with diary management, task planning and prioritisation to support the wider Operations team.
• Deliver exceptional exhibitor support, ensuring enquiries are resolved efficiently and directed to the appropriate team where necessary.

Here’s what we’re looking for from you

• Excellent administrative and organisational skills, with the ability to effectively prioritise workloads and manage multiple tasks simultaneously.
• Exceptional attention to detail, with strong organisational and time management skills, and the ability to consistently meet tight deadlines in a fast-paced environment.
• Outstanding written and verbal communication skills, with a strong customer-focused approach and a commitment to delivering exceptional levels of service.