Operations Administrative Coordinator

Job Description

Job Description

Description : COMPANY OVERVIEW

Chicago Event Management is more than an event production company, it’s a team motivated to connect the communities we serve through the events we produce. At the core of our organization, we believe in sharing best practices, using learnings to create unforgettable experiences and building lasting relationships that lead to new ideas and innovation.

Since its inception in 1996, CEM has stayed true to this mission and as a result, has become a leader in event production and the endurance sports industry.

JOB SUMMARY

The Operations Administrative Coordinator supports the daily administrative and operational functions of the (Event) Operations department and the Sr. Director of Operations & Workforce Management. This role plays a critical part in ensuring smooth departmental operations through a wide range of responsibilities, including meeting and resource coordination, vendor support, permitting, financial processes, and project management. The Operations Administrative Coordinator also provides on-site operational support during event production.

The ideal candidate is highly organized, detail-oriented, and process-driven, with strong communication and problem-solving skills. They thrive in a fast-paced, deadline-driven environment, enjoy working collaboratively, and are eager to support event operations both in the office and on site.

DUTIES & RESPONSIBILITIES

Administration

• Organize department meetings, including coordinating scheduling and attendees, invitations, reserving of rooms, creating of virtual meetings, preparing agendas, meeting resources, recording notes, and documenting action items.
• Manage office operations at warehouse, including external department project scheduling / coordination, input of warehouse-based invoices for payment, record keeping, maintaining warehouse supplies, ensuring general function and cleanliness of office spaces, conference room, and break room.
• Support planning and coordination of department special activities, such as event staff training sessions, event preparation meetings, appreciation party, by coordinating with internal and external contributors, managing invitations and communications, resource planning, room / venue management, developing runs of show, and leading meeting production.
• Manage administration of CEM internal fleet (cars, carts, trucks, trailers, heavy equipment, etc.) required for day-to-day business and event production, including supporting directing and controlling use of fleet, coordinating fleet licenses, and renewals, maintaining vehicle maintenance vehicle schedules and records.
• Manage department’s vendor pipeline tracker, including maintaining lists of active vendors, contacts, key dates, and tasks, ensuring effective communication and record-keeping of vendor orders, agreements, and timelines are maintained by vendor managers.
• Support organizational efficiencies and management of department’s use of project management tools (i.e. Basecamp), including set-up of projects, tools, and use processes.
• Support review and updates to vendor orders, manifest, statements of work, procurement, and processing payment requisitions for department’s vendors.
• Organize and print documents for event site build, production and tear-down, such as maps, diagrams, lists, and operations guides.
• Assist in creating, updating or editing presentations, materials, plans, and event guides needed for event production, meetings and presentations.
• Assist with preparing and inputting statements of work, schedules, pay rates, travel, and accommodation details for event staff into event management operations system (i.e. EMOS).
• Coordinate resource requests, such as workspaces, heavy equipment, carts, vehicles, tools, radios, credentials, parking, uniforms, travel, and accommodations for Operations staff and vendors.
• Provide general communication and support to Operations vendors, event staff, and departmental partners.
• Support the development of Operations department timelines and task management within company tools such as Basecamp and EMOS.
• For event sites, plan event site workspaces, coordinating needs with program leads.
• On event sites, provide administrative and organizational support to operations crews and vendors. Including managing operations trailer workspace, check out and check in of various resources (two way radios, credentials, placards, supplies, etc.), errands, meal coordination, errands, crew shuttling, incoming calls to operations / logistics call line, providing direction for incoming needs, deliveries, and requests. Support spotting of arriving deliveries.
• Support Sr. Director of Operations and Workforce Management with management of timeline and tasks creation, assignment, and updates.
• Lead or assist with special projects as assigned.
• Provide daily administrative support to the Sr. Director of Operations and Workforce Management, including scheduling meetings, managing calendar, managing documents, general administrative support, coordinating travel, completing business errands, processing expense reports, invoices, and billbacks.

Permitting

Other

COMPENSATION

BENEFITS & PERKS

Requirements :

EDUCATION & EXPERIENCE

EXPECTED WORK LOCATION & SCHEDULE

WORKING CONDITIONS & PHYSICAL REQUIREMENTS

Chicago Event Management is an equal opportunity employer.