Operations Executive (Live Event & Signage Projects)

Wasserman; Hook; On-site; GBP 26,000 - 38,000; Full time

Job summary

THE TEAM in Hook, England, is seeking an Executive, Operations to support the LIVE TEAM operations in delivering high-profile events. You will coordinate planning, budgeting, subcontractors, crewing and on-site delivery, ensuring safety and right-first-time results.

You will work across Client Services, Production, Warehouse and other teams, managing schedules, risk assessments and documentation, with weekend availability and occasional travel as part of event delivery.

Qualifications

• Experience within a similar admin based role is preferred.
• Experience of event management and on-site delivery of projects preferable.
• Ability to multi-task and deliver high-quality work to tight deadlines.
• Good communication across verbal, written and presentational formats.
• Proficient in MS Word, Excel, PowerPoint and Outlook.
• Ability to build strong relationships with clients, suppliers and colleagues.

Responsibilities

• Support the Operations Team in planning, coordination and delivery of events within budget and high standards.
• Provide day-to-day operational and administrative support across the project lifecycle, maintaining documentation and schedules.
• Collaborate with Client Services and Operations Manager to understand requirements and develop delivery plans.
• Assist with budgets, quotes, charge-out costs and procurement processes.
• Coordinate bookings with suppliers, subcontractors, travel, accommodation and equipment.
• Maintain relationships with suppliers and ensure clear communication of requirements, timings and costs.
• Support on-site delivery including crewing, logistics and safety documentation.
• Contribute to risk assessments, method statements and safety documentation.
• Provide regular updates to stakeholders and participate in project reviews.

Skills

Event management

On-site delivery

Budget coordination

Vendor management

Communication skills

Time management

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.