Operations Administrator

MARI is a global events and experiences company with a portfolio of premium live properties across sports, art, and entertainment. These include the Madrid and Miami Open tennis tournaments and Frieze, a leading voice in contemporary art, as well as Barrett-Jackson, the Premium U.S. Collector Car Auction Company. MARI delivers unforgettable live experiences that connect people, inspire audiences, and shape culture.

Scope of Role: To provide administrative support for events within the Arts & Entertainment portfolio with a specific focus on HPWW. To support the Operations Manager and Operations Director with the appointment, contracting and in some cases on site management of various event suppliers. To manage the rota and support the on site Deputy Operational Managers (Bronzes) throughout the event.

Responsibilities:

• Negotiation and writing of contracts with a keen eye for detail and budget management.
• Responsible for booking character artists for the onsite parade and planning the parade route.
• Liaising with the Operations Team, Health & Safety Team and Production Team pre-event to ensure all Health & Safety and compulsory documentation is submitted in advance of the event, whilst collating an up to date and accurate status report via the event database.
• Planning the on site operations team rota and office space in advance as well as championing the welfare and morale of the team during the event.
• Acting as project lead for the annual Winter Wishes charity day and other special events such as educational tours and press events.
• Acting as project lead for the annual School Art Competition, including liaising with chosen schools and shortlisting entrants.
• Assisting with the set up of the Event Control Centre and supporting the Gates Operations Manager with signage and equipment requests.
• Provide administrative support to the operations and event management team such as the delivery of the training and meetings schedule and assisting in writing contracts, updating databases and keeping clear records of information.
• Support in the delivery of online inductions, training, staff incentive schemes and the HPWW judging board.
• Responsible for the writing and updating of important operational documents such as information packs and handbooks.
• Supporting the Logistics Manager and Operations Team onsite with the dissemination of resources such as uniforms and IT equipment.
• Responsible for taking minutes in key meetings and debriefs as well as providing overall administrative support.
• Supporting the Rides and Catering Managers with administrative tasks on site.
• Assisting with day to day tasks on site including event opening checks and egress management.
• Assist with the approval invoices and updating the operational budget accurately.
• Any other duties within scope of the role that may be required.

Experience/Key Results:

• Taking a proactive and responsible attitude to operational event administration.
• Ensuring suppliers are appointed and managed effectively and that all costs are kept within budget.
• Ensuring invoices are signed off in good time and the budget is updated accurately.
• Ensuring contractor and trader paperwork is collated and reviewed in good time for the event.
• Ensuring all contractors are classified and engaged correctly in line with IR35 and HMRC regulations.
• Finding ways to improve pre-existing operational systems or improving the existing event offering.
• Contributing to the team with new ideas or new approaches.
• Effectively plan ahead and organise work efficiently. Being able to meet deadlines and revenue projections while maintaining appropriate service levels and costs.
• Experience of working in production in outdoor/greenfield events.
• A thorough understanding of the event operational delivery.
• Experience of working with freelancers, contractors, suppliers and trader managers is highly desirable.
• Experience of budget management, commercial awareness and keeping within approved spend limits.
• Experience of working on event operational management software desirable but not essential.

Working Conditions:

• The work location is Chiswick Park, London.
• This is a permanent contract.
• Working hours are 9-5 pm with occasional work outside of working hours where necessary for the business.