Operations Executive (Live Event & Signage Projects)

LE003 The.Team: SME Management EMEA Limited; Hook; On-site; GBP 22,000 - 28,000; Full time

Job summary

THE TEAM in Hook, United Kingdom, is seeking an Executive, Operations to join the LIVE TEAM Operations group. You will support established client accounts and help deliver a diverse range of high-profile events from planning through on-site delivery.

You will coordinate and administer across the full project lifecycle, including budgets, supplier bookings, crew crewing, logistics, and health and safety documentation. Occasional weekend work and long hours are likely.

Qualifications

• Experience in admin-based roles is preferred.
• Experience in event management and on-site delivery is preferable.
• Strong multi-tasking ability to manage multiple activities and tight deadlines.

Responsibilities

• Support the Operations Team in planning, coordination and delivery of events and projects, ensuring on-time, on-budget completion and high standards.
• Provide day-to-day operational and administrative support across the full project lifecycle, maintaining accurate schedules, documents and information.
• Coordinate procurement and supplier bookings, manage budgets, and assist with invoices and cost control.
• Maintain clear communication with Client Services, Operations Manager and other teams to report progress and resolve issues.

Skills

Event coordination

Budgeting and cost control

Communication

MS Office proficiency

Tools

MS Word

MS Excel

MS PowerPoint

MS Outlook

Job description

THE TEAM is proud to provide representation and marketing services to talent, brands and properties across 28 countries and more than 70 cities worldwide. Our live group specializes in delivering branding and signage, custom fabrication, live event production and experiential operations across sports, music, entertainment and culture. Working with the world’s most iconic properties and brands, we elevate live events to make them unforgettable. Shaped by our belief in the unifying power of sports, music and entertainment, THE TEAM leads with intelligence, ideas and influence. For more information, please visit the.team.

The Executive, Operations role sits within our Operations Team at LIVE TEAM, based in Hook. You’ll be part of an experienced and dynamic team, supporting established client accounts and helping to deliver a diverse range of exciting, high-profile events. Working across the full event lifecycle, you’ll play an important role in bringing projects to life from initial planning through to on-site delivery. You’ll support the Operations Team with project coordination and administration, as well as organising installation teams and logistics to ensure every event is delivered ‘Right First Time’ – on time, within budget and in line with our Health & Safety standards and procedures. Please note, planned sporadic weekend work and/or anti-social/long hours will likely be required as part of event delivery.

WHAT YOU WILL BE DOING:

• Support the Operations Team in the planning, coordination and successful delivery of events and projects, ensuring work is completed on time, within budget and to the highest standards.


• Provide day-to-day operational and administrative support across the full project lifecycle, maintaining accurate, up-to-date and on-brand project documentation, schedules, job sheets and operational information.


• Work closely with Client Services and the Operations Manager to understand project requirements, develop delivery plans and ensure smooth communication and coordination throughout each project.


• Support the development and management of accurate project budgets, working with Client Services to provide clear operational costs, obtain supplier quotations and recommend appropriate charge-out costs.


• Raise and manage purchase orders for suppliers, subcontractors, bookings and other operational project costs, and assist with the processing and reconciliation of subcontractor invoices.


• Coordinate supplier and subcontractor bookings across areas including vehicle hire, plant and access equipment, haulage, crewing, logistics, hotels and accommodation.


• Build and maintain positive working relationships with suppliers and subcontractors, ensuring requirements, timings, costs and expectations are clearly communicated and managed.


• Coordinate crewing requirements, including booking installation teams and contractors, arranging accommodation and travel where required, managing crew communications and providing the information teams need for successful on-site delivery.


• Work closely with the Warehouse Team to understand available rental equipment and stock requirements, order project consumables and support the coordination and upkeep of fleet and vehicles.


• Liaise regularly with Client Services, Production, Studio, Warehouse and other internal teams to communicate operational plans, requirements, changes and project progress.


• Support the coordination and management of staff, contractors and suppliers during on-site event delivery, helping to ensure installations are delivered safely, efficiently and ‘Right First Time’.


• Assist with the preparation of risk assessments, method statements and other Health & Safety documentation, and help ensure agreed procedures are understood and followed by internal teams, suppliers and contractors.


• Maintain clear communication and reporting throughout the event lifecycle, escalating potential issues, changes or risks to the Operations Manager and relevant project teams in a timely manner.


• Contribute to departmental and project reviews through accurate quality and issue logging, sharing relevant project information and identifying opportunities to improve processes, performance and cost efficiency.


• Provide occasional weekend operational communications cover as required.


• There may also be opportunities to support project delivery on site at weekends, where appropriate and agreed.

THE SKILLS AND EXPERIENCE YOU NEED:

• Experience within a similar admin based role is preferred.


• Experience of event management and on-site delivery of projects preferable.


• Ability to multi-task – you will be working across a number of activities at the same time, delivering consistently high quality work to tight deadlines is key.


• Good communication skills across a variety of formats including verbal, written and presentational.


• A high proficiency of numeracy and literacy, including knowledge and capability to use MS Word, MS Excel, MS PowerPoint and MS Outlook.


• Ability to build and maintain strong working relationships with clients, suppliers and colleagues.


• Attention to detail across all areas of event delivery, demonstrating diligence and professionalism.


• Problem solving – excellent ability to problem solve, ability to identify risks and issues and come up with innovative solutions to resolve.


• Ability to meet challenges and quickly deliver workable solutions in demanding environments.


• Time management skills, both independently and when working as part of a wider team.


• Ability to prioritise to meet challenging deadlines.


• Ability to take responsibility for your own work.


• Process driven and a proactive attitude to get projects right first time.


• Open to feedback from clients and colleagues, ability to reflect, review and learn.


• Flexibility – willingness to work as a team, demonstrating a positive and proactive working attitude, supporting others and picking up a range of tasks when needed in order to adapt to the needs of the project/client.


• Ability to remain calm under pressure, demonstrating confidence and decision making qualities.


• Quick to learn and keen to develop, demonstrating curiosity and passion for our industry and clients.


• You will take pride in your work, remaining focussed, calm and motivated, and leading by example.


• Knowledge of, and passion for, sport is a bonus.

Please note, we aim to hold interviews for this role on the following dates: First stage, virtual interview: Monday 9 November Second stage, in person interview: Monday 16 November

THE TEAM does not discriminate on the basis of race, sex, color, religion, age, national origin, marital status, disability, veteran status, genetic information, sexual orientation, gender identity or any other reason prohibited by law in provision of employment opportunities and benefits. THE TEAM is proudly an equal opportunity employer. We are always searching for the most passionate and talented people from all backgrounds and experiences to join us.

More than 20 years into our evolution, we continue to expand our global reach and capabilities to serve clients across sports, music and entertainment. We are committed to making a meaningful impact across key areas of inclusion, community service and sustainability - not only for our employees, but for clients and the industry at large.

If this sounds like a place you'd like to work, let's talk! THE TEAM is a leading global sports, music and entertainment company. Led by intelligence, ideas and influence, we provide representation and marketing services to talent, brands and properties.