Operations Executive (Saudi National)

About us
dmg events is an international exhibition and publishing company. We attract more than 425,000 visitors to our global portfolio of 80 exhibitions each year. Through our global events, our aim is simple. We want to accelerate business through face-to-face events, which is why we work so hard to bring people together, creating opportunities for them to network, learn and do business. dmg events is part of the Daily Mail Group Trust (DMGT). DMGT Manages a diverse, multinational portfolio of companies with total revenues of £2bn, that provide businesses and consumers with compelling information, analysis, insight, events, news and entertainment.

Job Purpose:
To support the Senior Operations Manager and Operations Manager in delivering smooth, efficient, and high-quality event operations. This role ensures the highest level of service is provided to both internal stakeholders and external customers, contributing to the successful planning and execution of events.

Job Responsibilities:

Communication:

• Compose clear, assertive, and professional correspondence to customers regarding specific issues.
• Communicate show requirements and exhibitor orders accurately and in a timely manner to suppliers and venues.
• Proactively share relevant operational updates and documentation with internal departments and external stakeholders.
• Produce the online Exhibitor Manual for each show, ensuring it is accurate and delivered on time. Liaise with suppliers for their respective forms or documents that are needed for the exhibitor manual.
• Ensure all information in the floorplan and exhibitor manual is consistently reviewed and up to date.
• Respond promptly to queries from show teams, exhibitors, suppliers, and other external parties.
• Organize and participate in all show team and contractor meetings.
• Assist the Operations Manager in the production and ongoing updates of the exhibition plan / workbook (Smartsheet) for each event.
• Create and maintain well-structured, up-to-date digital filing systems for each show.
• Compile an independent post-show report outlining key issues, lessons learned, and recommendations for future improvements.
• Support the organization and facilitation of pre-show webinars and virtual meetings.
• Create and manage WhatsApp groups and communities for internal and external communication, identifying improvements in communication channels where needed.

Organization:

• Develop action plans and execute all assigned operational requirements in line with show timelines and deadlines.
• Prioritise and manage multiple tasks and projects efficiently, especially during busy event periods.
• Maintain a high standard of accuracy in all deliverables.
• Provide reactive support to show teams, suppliers, and stakeholders when challenges arise.
• Ensure show teams meet all operations-related deadlines through proactive follow-up (e.g., feature briefs, artwork, sponsorship details).
• Oversee floral orders for event features and gap-fillers, ensuring timely delivery and placement.
• Coordinate furniture requirements for all event features and organiser spaces.
• Liaise with the marketing team to compile staffing lists and place accurate staffing orders with relevant suppliers.
• Manage hotel bookings for dmg staff, speakers, VIPs, and Hosted Buyers as required.
• Coordinate transport arrangements (e.g., airport transfers, daily use) in collaboration with approved transportation suppliers.

Customer Focus:

• View all operational tasks through the eyes of the customer and identify areas for improvement where possible.
• Handle queries related to exhibitor badge registration in collaboration with the marketing and registration teams.
• Ensure accurate and timely sharing of exhibitor lists and updates with the 3^rd party suppliers.
• Monitor the progress of exhibitor and stakeholder requests, ensuring timely and satisfactory resolution.
• Foster a culture of excellent customer service through every interaction and communication channel.
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Onsite:

• Coordinate show freight collection deadlines and communicate them clearly to the show team.
• Handle all catering requirements for organiser offices, features, and other ad-hoc needs.
• Set up and manage organiser offices onsite, including furniture, signage, utilities, and staff support.
• Organize staff catering and manage daily logistical needs onsite.
• Ensure smooth delivery of all assigned tasks not limited to those specified in this document.

Design:

• Support the design and layout of feature areas, working closely with the show team and suppliers.
• Co-ordinate feature installation and onsite handover with contractors and suppliers.
• Understand and adhere to venue rules and regulations, providing guidance to the team on compliant floorplan layouts.
• Maintain a basic awareness of registration systems and how they integrate with venue layouts and visitor flow.

Cost Control:

• Assist in negotiating competitive supplier rates and monitor cost-saving opportunities.
• Track and control operational spending to ensure alignment with allocated budgets.
• Raise and manage purchase orders for services, products, and suppliers in a timely and accurate manner.
• Reconcile invoices between contractors and venue, resolving discrepancies where necessary.

Health & Safety:

• Ensure all show teams, including agents, are briefed on health and safety protocols relevant to each event.
• Collect and submit H&S documentation (e.g., risk assessments, insurance certificates) from contractors to venues.
• Promote a proactive health and safety culture among suppliers, venue partners, and internal teams.

"Please take the time to read the job description, you must meet all the criteria set out above for your application to be considered. We do check all applications and suitable candidates will be contacted within 5 days. If you are not contacted by us within 5 working days, please consider your application unsuccessful at this time."

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