Operations Administrator

Operations Administrator

MARI is a global events and experiences company that delivers world‑class live properties across sport, art, lifestyle and entertainment. MARI’s portfolio includes the Mutua Madrid Open, Miami Open, Frieze, Hyde Park Winter Wonderland, TodayTix Group and Barrett‑Jackson.

Scope of Role

This position provides administrative support for events within the Arts & Entertainment portfolio with a specific focus on the Hyde Park Winter Wonderland.

Responsibilities

• Negotiate and draft contracts, managing budgets and ensuring compliance.
• Book character artists for the on‑site parade and plan parade routes.
• Liaise with Operations, Health & Safety and Production teams pre‑event to submit required documents and maintain an up‑to‑date status report in the event database.
• Plan on‑site operations team rota and office space, championing team welfare and morale during events.
• Act as project lead for the annual Winter Wishes charity day and for special events such as educational tours and press events.
• Act as project lead for the annual School Art Competition, liaising with selected schools and short‑listing entrants.
• Support the setup of the Event Control Centre and assist the Gates Operations Manager with signage and equipment requests.
• Provide administrative support to the operations and event team: deliver training and meeting schedules, assist in contract writing, update databases and maintain clear records.
• Support online inductions, training, staff incentive schemes and the HPWW judging board.
• Draft and update operational documents such as information packs and handbooks.
• Assist the Logistics Manager and Operations Team onsite with resource distribution (uniforms, IT equipment).
• Take minutes at key meetings and debriefs, providing overall administrative support.
• Assist the Rides and Catering Managers with administrative tasks on site.
• Carry out day‑to‑day tasks (event opening checks, egress management) and approve invoices, ensuring the budget is updated accurately.
• Perform any other duties within the scope of the role as required.

Experience / Key Results

• Proactive and responsible operational event administration.
• Effectively appoint and manage suppliers while keeping costs within budget.
• Timely sign‑off of invoices and accurate budget updates.
• Ensure contractor and trader paperwork is collated, reviewed and compliant with IR35/HMRC regulations.
• Identify opportunities to improve existing operational systems or event offerings.
• Contribute new ideas and approaches to the team.
• Plan ahead and organize work efficiently, meeting deadlines and revenue targets while maintaining service levels and costs.
• Experience working in production on outdoor/greenfield events.
• Deep understanding of event operational delivery.
• Experience working with freelancers, contractors, suppliers and trader managers.
• Budget management expertise and commercial awareness.
• Experience with event operational management software is desirable but not essential.

Working Conditions

• Location: Chiswick Park, London.
• Permanent contract.
• Working hours: 9 AM – 5 PM (with occasional work outside normal hours as needed).