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For Companies At a Glance
- Tasks: Assist in planning and executing logistics for major sports and entertainment events.
- Company: Join Quint, a leader in ticketing and hospitality for top global events.
- Benefits: Enjoy competitive pay, 25 days leave, private healthcare, and discounts at 500+ retailers.
- Why this job: Be part of an exciting team delivering unforgettable experiences at world-class events.
- Qualifications: Experience in event planning and management; A-Levels or equivalent required.
- Other info: Full-time role based in London with international travel opportunities.
The predicted salary is between 30000 - 42000 £ per year.
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 Operations Administrator, you will assist with a variety of processes during the planning, on-site execution, and post event debrief with a focus on freight, fulfilment, & ticketing support. You will also work collaboratively to support overall initiatives to deliver exceptional guest experiences at all events globally.
Achieving this will require:
- Self-driven 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 ever-changing, 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.
Core Responsibilities
Logistics
- Assist the Event Operations Logistics Lead in the planning and coordination of all logistical aspects of events, including transportation, accommodations, and vendor relations.
- Assist the Event Operations Logistics Lead in drafting, organizing, and maintaining detailed event plans, ensuring all aspects of the event are well-coordinated and aligned with overall objectives.
Freight Coordination
- Organize and manage the logistics of shipping all event materials.
- Track shipments to ensure timely delivery to and from event locations.
- Collaborate with shipping vendors and freight companies to negotiate rates and schedules.
- Coordinate with on-site teams to ensure proper delivery and setup of freight materials.
Fulfilment
- Support the fulfillment lead in preparing all physical package items being shipped to guests.
- Support the fulfillment lead in tracking and managing delayed or issue shipments.
- Work closely with vendors and internal teams to replenish stock as needed.
- Oversee the accurate tracking, organization, and maintenance of all inventories.
Ticketing Support
- Assist in the allocation, quality control, and distribution of both physical and digital event tickets.
- Utilize various ticketing platforms to distribute digital tickets to attendees.
- Maintain accurate records of ticket inventory and distribution.
- Respond to ticketing inquiries and resolve issues related to ticket delivery or access.
Collaboration & Communication
- Work closely with event managers, vendors, and other departments to ensure alignment on event logistics.
- Communicate any issues or delays in a timely manner to relevant stakeholders.
- Participate in post-event debriefs to review performance and suggest improvements.
Administrative Tasks
- Maintain documentation for all logistics and ticketing activities, including shipping manifests, inventory lists, and ticketing records.
- Prepare reports on freight costs, fulfillment accuracy, and ticketing metrics for management review.
- Support Event Operations Managers with administrative tasks as needed.
Financial Management
- Accountable for the assigned portion(s) of the budget for your assigned tasks and projects.
- Support initiatives to maximize budget utilization through negotiation and internal collaboration.
- Ensure accurate and timely tracking of planned and confirmed expenses.
- Tightly manage your own on-site expenses and inspire fiscal responsibilities in fellow travelers.
- Collaborate with manager to understand sales projections and any required budget adjustments.
Requirements
Work Experience, Education, and Skills
- Experience in event planning and management.
- Preferably include experience coordinating and delivering on-site events in sports, entertainment, and/or festivals.
- Minimum of 3 A-Levels or equivalent qualification; IB or AP.
- Proficient computer skills including but not limited to Excel, CRM software, and project management tools.
- Bi/multilingual preferred.
Interpersonal Skills and Traits
- Strong attention to detail; willing and able to adhere to strict process, procedures, and guidelines.
- Highly organized and efficient work style.
- Ability to multi-task in a fast paced, deadline driven environment.
- Strong time management and prioritization skills.
- Maintain a positive attitude even through stressful situations; communicate in an open and friendly manner.
- Consistently act and make responsible, trustworthy decisions.
Physical
- Prolonged periods sitting at a desk and working on a computer.
- Extensive walking and standing for periods greater than 12 hours.
- Driver’s License Required.
- Full time in-person based in the London, UK office.
- Requires flexibility to work long hours and weekends, as needed, in addition to having the ability to travel up to 25% - targeted travel 10%. Willing and eligible to travel internationally.
- Eligible to work in the United Kingdom for a minimum of 3 years from contract start date (we are unable to sponsor visas at this time).
What we offer
- Competitive pay
- 25 days of annual leave, in addition to bank holidays
- Private Healthcare (with Dental & Optical Cover)
- Enhanced Parental leave & pay
- Discounts at 500+ retailers and restaurants on our discount portal
- Global travel opportunities to support and attend top-tier international events
Event Operations Administrator employer: Quintevents, LLC
Contact Detail:
Quintevents, LLC Recruiting Team
StudySmarter Expert Advice 🤫
We think this is how you could land Event Operations Administrator
✨Tip Number 1
Familiarise yourself with the logistics of event planning. Understanding the intricacies of transportation, accommodations, and vendor relations will give you a solid foundation to discuss during interviews.
✨Tip Number 2
Network with professionals in the event management industry. Attend local events or join online forums to connect with others who can provide insights or even referrals for the Event Operations Administrator role.
✨Tip Number 3
Showcase your organisational skills by volunteering for event-related tasks. This hands-on experience will not only enhance your resume but also demonstrate your commitment and ability to thrive in a fast-paced environment.
✨Tip Number 4
Research Quint and their events thoroughly. Being knowledgeable about their partnerships and the types of events they manage will help you stand out as a candidate who is genuinely interested in the company.
We think you need these skills to ace Event Operations Administrator
Some tips for your application 🫡
Tailor Your CV: Make sure your CV highlights relevant experience in event planning and management. Emphasise any roles where you coordinated logistics, managed budgets, or worked with vendors, as these are key aspects of the Event Operations Administrator role.
Craft a Compelling Cover Letter: In your cover letter, express your enthusiasm for the role and the company. Mention specific events or projects you've worked on that relate to Quint's operations, showcasing your understanding of their business and how you can contribute.
Highlight Relevant Skills: Clearly outline your skills that match the job requirements, such as attention to detail, time management, and proficiency in software like Excel and CRM tools. Use examples to demonstrate how you've successfully applied these skills in past roles.
Proofread Your Application: Before submitting, carefully proofread your application materials. Check for spelling and grammatical errors, and ensure that all information is accurate and presented professionally. A polished application reflects your attention to detail.
How to prepare for a job interview at Quintevents, LLC
✨Research Quint Thoroughly
Before your interview, make sure to dive deep into Quint's operations, their partnerships, and the events they manage. Understanding their business model and recent developments will show your genuine interest and help you answer questions more effectively.
✨Demonstrate Your Organisational Skills
As an Event Operations Administrator, you'll need to showcase your ability to manage multiple tasks efficiently. Prepare examples from your past experiences where you successfully coordinated logistics or managed tight deadlines to illustrate your organisational prowess.
✨Prepare for Scenario-Based Questions
Expect questions that assess how you would handle specific situations, such as dealing with shipping delays or last-minute changes at an event. Think of relevant scenarios from your experience and be ready to discuss how you resolved them.
✨Showcase Your Teamwork and Communication Skills
Collaboration is key in this role. Be prepared to discuss how you've worked with diverse teams in the past, highlighting your communication style and how you ensure everyone is aligned on project goals.
