Event Operations Specialist

Event Operations Specialist

The Event Operations Specialist is a critical support role within the PHS event operations team. Its focus is on data collection, analysis and management as well as translating data to actively support all event operations, with focus on the Philadelphia Flower Show. The Specialist executes on event operations support, assisting the senior operations team with delivering the events. This position operates behind the scenes creating and documenting processes and seeking continued process improvement.

Primary Responsibilities:

• Collect, manage and organize Show production data across internal departments and external partners. Create checklists, manuals and schedules. Use and configure relevant software applications as needed.
• Support Associate Director of Exhibitions and Production in the collection, analysis and management of Major Exhibitor and sponsor data for Flower Show. Translating data into relevant orders.
• Responsible for PHS warehouse operations and related processes including inventory management, implementing warehouse guidelines, managing relationship with warehouse staff and landlord, handling check-out/check-in process for items stored within warehouse, maintain equipment and Show staging.
• Responsible for shipping, handling, delivery, storage and maintenance of staging materials. Develop clear, reasonable and up-to-date guidelines for record-keeping, inventory control, shipping and receiving, freight transportation for Show and event operations
• Support the Manager of Flower Show Budget & Staffing on setting up the Flower Show staff schedules in the scheduling software. Assist in preparations of temporary staff orientations, tours, and materials.
• Provide operational support to the Competitive Classes staff team.
• Support Operations Team in effectively managing contractor and vendor relationships, both during planning and execution process, to meet or exceed PHS' budget objectives. Collaborate closely with all Flower Show contractors on developing and understanding equipment, material and supply needs.
• Build strong and reliable vendor relationships. Conduct vendor research and build out vendor network.
• Assist Senior Director of Operations with the show related labor planning and tracking process including collection, maintenance and input of labor data.
• Develop thorough understanding of union jurisdictions within the PA Convention Center.
• During Show set-up, show days and teardown, serve as onsite dispatch for key events team to ensure adherence to construction timeline and spot discrepancies.
• Support the post-show cost allocation process, in close collaboration with Associate Director of Exhibitions and Production and Senior Director of Operations as well as other PHS departments.
• Proactively handle any arising issues and troubleshoot any emerging problems during Show construction, Show days and teardown.
• Consult and collaborate with PHS staff on operations of other PHS events and projects to ensure operational efficiency and success.

Qualifications/Specification:

• College degree strongly preferred or a minimum of 2 years of relevant work experience (event operations management, account management, customer service)
• Internet and Microsoft Office fluency with strong working knowledge of Excel
• Strong organizational skill set with good attention to detail
• Solid analytical, critical thinking and problem-solving skills
• Comfortable with and open to using new technology
• Ownership mindset and consistent delivery on commitments
• Self-motivated, strong team player but with the ability to work autonomously
• Ability to coordinate across multiple departments and divisions
• Able to manage multiple projects simultaneously and prioritize workload
• Adaptable and flexible; Comfortable in a fast-paced environment; Ready for the unexpected
• Process and results-oriented
• Customer-centric focus and skills
• Excellent spoken and written communication
• Ability to handle physically demanding work and long hours. Ability to lift to 40 lbs.
• Available and willing to work nontraditional hours during the lead up to the Flower Show and during Show days
• Driver's license

Physical Demands:

This is largely a sedentary role that requires looking at a computer screen for extended periods of time; however, some physical demands are required.

Standard Hours (including travel, evening, and weekend hours): PHS's standard office hours are 9 AM to 5 PM at team member's designated workspace. Some teams and positions work alternate hours because of the nature of their role at PHS. Your Business Unit's Working Norms document will identify alternative hours, if applicable.

Flower Show Requirements: Hours preparing for the show and the duration of the show may not follow your regular work schedule. Your Flower Show schedule will depend upon your regular position or your temporary position supporting the Flower Show. You may be required to stand for long periods of time, do extensive walking, and lift up to 25 pounds.

EEO NOTICE:

At PHS, we value a diverse, inclusive workforce and we provide equal employment opportunity for all applicants and employees. All qualified applicants for employment will be considered without regard to an individual's race, color, sex, gender identity, gender expression, religion, age, national origin or ancestry, citizenship, physical or mental disability, medical condition, family care status, marital status, domestic partner status, sexual orientation, genetic information, military or veteran status, or any other basis protected by federal, state or local laws.