Operations Support Specialist

DMG Events; Riyadh; On-site; SAR 60,000 - 100,000; Full time

Job summary

An established industry player is seeking a dedicated Exhibition Coordinator to enhance customer service and operational efficiency. In this dynamic role, you will manage communication with suppliers and teams, ensuring all exhibition requirements are met on time. Your expertise in multitasking and organization will be crucial as you navigate the complexities of large-scale events. If you are passionate about delivering exceptional service and thrive in a fast-paced environment, this opportunity is perfect for you. Join a team that values innovation and excellence in the exhibition industry, where your contributions will make a significant impact.

Qualifications

• 2-3 years' experience in large-scale exhibitions in the Middle East.
• Knowledge of health and safety regulations for exhibition stands.

Responsibilities

• Provide exceptional service to customers and support Operations Managers.
• Manage communication and coordination for exhibition planning and execution.

Skills

Customer Service

Multitasking

Communication Skills

Organizational Skills

Problem Solving

Education

Bachelor in Computer Application

Tools

Smartsheet

Job description

Bachelors in Computer Application(Computers)

Nationality: Any Nationality

Vacancy: 1 Vacancy

Job Purpose: To provide the highest level of service to internal and external customers and support Operations Managers.

Key Tasks and Responsibilities:

Communication:

• Compose assertive and polite correspondence to customers with specific issues.
• Communicate show requirements/orders accurately and in a timely fashion to suppliers and venues.
• Proactively share Operational information with other departments and functions.
• Produce the online Exhibitor Manual along with the Operations manager.
• Answer queries from show teams and outside organisations.
• Attend all show team meetings and contractor meetings.
• Assist OM in production of exhibition plan, which is in Smartsheet, for each show.
• Produce an individual post show report of issues that arose, lessons learnt and proposed improvements for future shows.
• Create all the files for the shows and ensure that filing is kept in good order.

Organisation:

• Develop a plan and execute all orders/requirements by deadlines.
• Be able to prioritise multiple tasks and projects.
• Ensure all work is accurate.
• Reactive support of show teams.
• Ensure show teams meet deadlines for Ops deliverables by proactive chasing (i.e. feature briefs, artwork, sponsorship information).

Customer Focus:

• Challenge current working practices by viewing them from the customers' point of view and find improvements as appropriate.
• Assist with exhibitor badge queries.
• Monitor the progress of customer requests, queries and questions and ensure all are concluded to the customers' satisfaction.
• Promote excellent customer service through all team communication processes.

Onsite:

• Send out deadlines to show team for collection of show freight.
• Manage Organisers office, including the set up and ordering of any furniture, IT and staff required.
• Manage sign in/out for staff, radios and keys as appropriate.

Design:

• Assist with design of features and co-ordinate installation.
• Understand venue regulations and guide teams in floor plan layouts.
• Awareness of registration systems and layouts.

Cost Control:

• Negotiate costs for Operations Manager.
• Monitor and control costs.
• Raise purchase orders and communicate orders to suppliers as directed by OM.
• Reconcile official contractor versus venue invoices.

Health and Safety:

• Ensure that exhibition teams (including agents) are briefed on H&S issues for their own safety and for information to pass on to customers.
• Obtain Health and Safety policies, insurance and risk assessments from main contractors and send to venue.
• Promote a positive H&S culture amongst suppliers and venue.

Skills & Qualifications:

• Minimum 2-3 years' experience working on large-scale exhibitions in the Middle East.
• A knowledge of exhibition health and safety regulations relating to exhibition stand build.
• Arabic speaker is a must.
• Should have the ability to multitask.
• Ability to organize good computer skills.
• Should be able to work under pressure.
• Should be able to provide good customer service.