Event Coordinator - London, United Kingdom - QuintEvents

QuintEvents

Verified Company

London, United Kingdom

2 weeks ago

Posted by:

Tom O´Connor

beBee Recruiter

Description

EVENT COORDINATOR

About Quint

Quint is the industry-leading provider of official ticket and hospitality packages to many of the world's most prominent sports and entertainment events.

Based in Charlotte, North Carolina, with offices in six countries, Quint's global footprint and proprietary technology platform continue to be the foundation of their exponential growth.

Quint's innovative programs enable partnership properties to expand fan experiences and corporate client entertainment opportunities in a way that reflects the quality and prestige of those brands.

Quint has a portfolio of 15+ official property partnerships servicing over 90 events including Formula 1, NBA, Kentucky Derby, MotoGP, Chicago Bears, Green Bay Packers, NASCAR Chicago Experiences, Breeders Cup, Belmont Stakes and the NHL.

About the Role

As the Event Coordinator, your contribution to the organization will be to support the delivery of an exceptional guest experience at established financial margins for your team's portion of assigned events.

You will assist with a variety of processes during the planning, on-site execution, and post event debrief. You will also work collaboratively to support overall initiatives to deliver exceptional guest experiences at all events globally.

Your role will be on a team focused on one of our key functions:

Logistics (ticketing and fulfillment, transportation, hotels, travel, tours, etc.)

Achieving this will require:

Selfdriven curiosity and initiative to learn your team, our department, and event intricacies as well as existing systems, technology, and processes.
Willingness to ask questions and build relationships independently.
High attention to detail and comfortable with time management and working to strict deadlines.
Thriving in an everchanging, collaborative, team environment.

Performance will be evaluated on:

Accuracy, timeliness, and consistency of work completion.
Reliability in collaborating and supporting the global team.
Manager and peer feedback.
Guest experience feedback for assigned tasks and projects.
Financial delivery to budget for assigned tasks and projects.

Reports to:
Event Manager (Logistics)

Core Responsibilities

Guest Experience and Event Management

Support the planning and onsite delivery of your function (hospitality/logistics) for 12+ events annually ranging from 200 to 12,000 guests per event beginning with event launch up to a year in advance of event date.
Event planning includes (but is not limited to) and varies by your function:
Physical and digital ticket management such as receiving, inventory checks, assigning seat locations and distribution.
Fulfillment of guest orders through an indepth, multistep process including building excel reports, generating shipping labels, interfacing with suppliers, quality control checks, packing and assembling parcels, creating detailed documentation, etc.
Coordinating with the internal graphic design team to produce required assets such as credentials, signage, large format graphics, etc.
Significant amount of scheduling and timeline management for both guests and staff across fulfillment, transportation, hotel check ins, tours, and experiences, etc.
Vendor/supplier selection, negotiation, contracting, and ongoing management for services such as transportation, meeting space, shipping services, printing, staffing services, gifts, etc.
Ensuring goods and services are delivered in accordance with the contract.
Obtaining appropriate permits, licenses, and contracts required to deliver the event.
Providing information and collaborating with Guest Services and Guest Communications to ensure guests receive proactive and accurate information about their experience.
Work collaboratively with internal departments to ensure execution aligns to internal requirements such as Event Programs Management, Marketing/Creative, Sales, Partner Management, and Product Management.
Building and documenting plans into a standardized template to ensure successful onsite delivery with a focus on the guest experience including schedules/ROS, travel, staff assignments, staff training plans, guest movements, safety and security, etc.
Onsite delivery includes (but is not limited to) and varies by your function:
Manage and support preparation and set-up activities such as overseeing vendors/suppliers, moving equipment, freight, setting up meeting and hospitality spaces, etc.
Execute and/or lead documented plans for both back of house and guest facing activations such as staff training, package delivery and pickup, hotel check in, transportation management, hospitality check in, experience and tour management, etc.
Seamlessly adjust and communicate new plans when aspects to all required parties (onsite staff, guest services, guest communications, guests, etc.) do not go according to the original plan.
Oversee vendor and supplier delivery to ensure contracted goo