Event Specialist

Overview Event Specialist Job Summary: Oversee client events in a seamless manner by delivering customer-success work ethic through timely communication, critical thinking. Reporting Relationships Reporting to Director of Metro Plus Essential Functions Outsourced Work Monitoring: Ensure all outsourced work is closely monitored and adheres to established project timelines. Regularly review outsourced activities to prevent delays and ensure quality standards. Communication Management: Proactively communicate any critical issues or concerns with internal departments to maintain project timelines. Facilitate clear, timely communication across departments to ensure seamless event execution. Coordination with External Parties: Coordinate, interact, and direct field labor, subcontractors, vendors, and clients to ensure project goals are met. Serve as the main point of contact between external partners and internal teams, ensuring alignment. Client Relationship Management: Develop and foster strong relationships with key accounts/clients via timely communications, transparency, and the management of expectations. Apply critical thinking to resolve time-sensitive conflicts and challenges that arise during events. Event Risk Management: Planning for potential scenarios that could impact the integrity of the event. Develop contingency plans to address potential disruptions, ensuring minimal impact on event execution. Project Management for Smaller Scoped Jobs (100-200 sq ft): Oversee job dashboard activity in the cloud-based portal, utilizing tools like Smartsheet to monitor project status and manage other jobs within the same footprint. Communicate directly with clients and coordinate job-related processes, including production tracking, shipping, and documentation through ExhibitForce. Manage financial operations, including job closeouts, while ensuring efficiency and client satisfaction in alignment with department goals. Qualifications Education: BA/Highschool or work-related experience. Field of study: Work Experience: 1 to 3 years of tradeshow, event project management experience or Fulfillment management. Licenses/Certifications Required: N/A Knowledge, Skills and Abilities Software Proficiency: Knowledge of Smartsheet, QuickBooks, Outlook, Exhibit Force, and any industry software a plus. Organizational Skills: Highly organized and self-motivated, with a proactive approach to managing and executing projects within the tradeshow and events industry. Attention to Detail and Multitasking: Strong attention to detail with the ability to multitask effectively in a fast-paced, high-transactional environment. Communication Skills: Effective oral and written communication skills, with the ability to convey information clearly and professionally. Adaptability and Coachability: Open to feedback and coaching, continuously seeking to improve performance. Relationship Building: Ability to develop and nurture relationships with vendors and clients, cultivating deeper ties with the company. Responsibilities Client and Sales Communication: Communicate with the sales team upon project assignment to review the scope of work and gain insight into the client’s needs. Client Relationship Management: Establish open communication channels with clients, outlining the project process, design review, and on-site services to ensure a seamless experience. Smartsheet Management: Create and maintain Smartsheets in a timely manner, ensuring all information is accurate and cross-referenced with the pull list and renderings for 100% accuracy. Project Control: Oversee all stages of the project by being knowledgeable in all aspects of the work. Timeline Management: Maintain a solid project timeline, ensuring all milestone dates are met, such as: Show Service Deadline, Graphic Deadline, Advanced/Direct Shipping Deadline, and EAC/COI Deadline. Material and Goods Ordering: Work with production teams to order materials and goods needed for the project. Create purchase orders and/or expense purchases using the Procuredesk. Show-Related Services Management: Complete all forms including: Method of Payment, Material Handling, Booth Cleaning, Electrical (with detailed plans and accurate measurements), Lead Retrieval, wifi, floral, and catering. Cloud-Based Portal Management: Oversee job dashboard activity in the cloud-based portal, ensuring tasks are tracked and completed. Upload all job information to Exhibit Force for detailed communication and documentation. Shipping Management: Produce and manage shipping labels, including FedEx, to ensure timely delivery. Other Requirements Physical Requirements: The physical demands are minimal and typical of similar jobs in comparable organizations. Americans with Disabilities Act (ADA): Reasonable accommodation may be made to enable individuals with disabilities to perform the essential job duties of the position. Key Performance Indicators Event Timeline Accuracy: Achieve 100% accuracy in managing event timelines, with less than 2% oversight not meeting deadlines. Timely Communication: Ensure 100% execution of a 24-hour response time for change orders, inquiries, and issues across all stakeholders. Accurate Third-Party Vendor Coordination: Provide precise and timely information to third-party vendors, minimizing errors that could affect profitability. Goal: Less than 10% of orders are inaccurate over a 6-month period, resulting in no significant loss of profit. Successful Event Management: Manage events with minimal Metro-related issues, ensuring field teams are equipped with accurate information. Goal: Less than 10% of events require expedited shipments, excess hours, or on-site purchases due to errors. Client Relationship and Trust: Establish and maintain strong communication with clients, ensuring they feel comfortable with their project and have a high level of trust in the Metro team. Goal: Less than 5% of clients request a project manager transfer within a 6-month period. #J-18808-Ljbffr Metro Exhibits