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Event Support Manager
Incognitus
Orlando, FL
Uh oh, this posting was removed on 1/25/2016 9:06:00 AM PST
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Reporting to the National Operations Manager, you will primarily work with the USA team including Event Managers & Project Management, this role is responsible for providing administrative, contract management and procurement support to various Incognitus Events across USA event portfolio. In addition you will act as the Administrative connection to Incognitus HQ.
The principal role of the Incognitus Events team is to ensure that Incognitus' contractual responsibilities are well planned and executed (utilising Timeline Management and other company planning procedures) to ensure an efficient, safe and consistent level of service is provided to the complete satisfaction of the client and patrons, while ensuring the financial return to the Company is maximised.
Extensive National (USA) and some International travel (Australia & UK) will form part of this deployment
Key Responsibilities
Planning Phase:
• Assisting the Event Managers in maintaining records and information in IICE
• Recruiting workforce for events as directed by the national operations managers
• Recruit, train and manage Admin team
• Taking minutes at nominated Internal, Venue and Functional Area Review meetings
• Source and book hire cars, flights and accommodation
• Assisting the Event & Project Management teams in;
- developing, reviewing and preparing staff rosters in IICE
- development of Operations plans
- development of timelines and build schedules
- Sourcing and assembling the required event site office equipment, furniture, stationery and consumables to each venue.
• Developing procurement strategies and implementing the procurement program
• Management of contracts and contractors (suppliers and supplies)
• Entering purchase orders and job dockets into IICE.
• Ordering phones, faxes, radios and making connection arrangements where required
• Managing the onsite accreditation process where required
• Arranging adequate uniform supplies for the event season
• Identification and solution provision for workforce meal program requirements for each event based on event rosters
• Development of master delivery schedule
• Development and maintenance of Master event timeline in conjunction with National Operations Manager
• Development of 'pool' of admin assistants (part time)
• Backfill admin shortages
• Liaise with clients on Scope of Works
• Manage staffing matrix/ movements
Procurement/ Quoting/ Invoicing:
• Lead the procurement process for each event
• Research options for procurement
- National opportunities
- Regional opportunities
• Develop and maintain relevant ''scope of works'' documents to lead the procurement processes
• Manage quotation and bid process
• Manage IR process for Procurement
• Manage PO process for Procurement
• Develop and communicate Vendor Recommendations where and when appropriate in line with contractual commitments
• Obtain Vendors certificates of insurance
• Manage invoice process
• Monitor and submit for approval the vendor payment process
Event Operations:
• Assisting the Construction and Event Managers on site in;
- setting up the site office/compound and all communications systems on site
- Ensure that the event administrators have arranged display of all site plans, event timetables, safety and any relevant information to assist
- management and staff
• Become familiar with all aspects of the event site
• Ensure all staff sign on procedures are developed and communicated
• Develop processes and checks that ensure that timesheets are accurately completed by all staff and correctly entered into IICE
• Develop processes and checks that ensure that incident/accident reports are completed accurately in liaison with the Project Manager
- Collating and assessing event evaluations and staff assessments at the end of every events
• Maintain Post Event records for analysis and comparison between events
• Attend events as required by Operations manager
Event Close-out:
• Assisting the Project Manager in;
- packing up and cleaning the Event Site Office and arrange disconnection of all communication
- services and other utilities
• Ensuring all electronic information is saved back onto the network at Head Office
• Ensuring all Event evaluations and staff assessments are completed and entered into IICE
OH&S Responsibilities:
• Act as lead OH&S manager for Incognitus
• Liaison with relevant contracted resources
• Training of Incognitus employees on relevant OH&S policy and procedures
• Occupational Health & Safety (OH&S) - ensuring that the region meets all legislated OH&S Requirements.
• Ensuring that the project team complies with Equal Opportunity legislation and that all areas of recruitment, selection and workplace interactions are line with the Incognitus Equal Opportunity (Discrimination & Harassment) Policy and Procedures.
• Ensuring that the region meets all other outlined statutory and legislative requirements and operates in line with the organizations standard work procedures.
Other:
• Providing Construction and Event Managers with administrative support as requested
• Managing the entire event administration function for events
• Develop and maintain company wide and location inductions
- As directed by the Project Manager, assist the Workforce team with inductions,
• Recruitment days and other administrative tasks where necessary
Experience and Qualifications:
• Proven experience in providing procurement and administrative support, ideally in the event/venue industry, or similar service related industry.
• Experience and proven ability in the use of the Microsoft Office suite of applications, Outlook, Word Excel and Power Point in particular
• Experience in delivering quality customer service both in-house and to clients
• A proven record in exceptional personnel relationships management in the event environment
• Ability to work to tight timetables and resolve issues in a dynamic environment
Essential Personal Qualities:
• Reflects a positive attitude and is consistently reliable and conscientious
• Ability to work within a mobile environment
• Demonstrated ability to work effectively in a team environment
• Excellent presentation
• Well-developed written and verbal communication skills
• Attention to detail
• Ability to prioritize and effectively manage multiple activities
• Ability to think and work under pressure in a dynamic environment
• Preparedness to work flexible hours including weekends, public holidays and evenings and to travel to events
Don't worry we have a lot of jobs on the site like this one;
Browse all jobs
Browse the Theater/Live Events Category
Search for Event Support Manager jobs in Orlando-FL
Reporting to the National Operations Manager, you will primarily work with the USA team including Event Managers & Project Management, this role is responsible for providing administrative, contract management and procurement support to various Incognitus Events across USA event portfolio. In addition you will act as the Administrative connection to Incognitus HQ.
The principal role of the Incognitus Events team is to ensure that Incognitus' contractual responsibilities are well planned and executed (utilising Timeline Management and other company planning procedures) to ensure an efficient, safe and consistent level of service is provided to the complete satisfaction of the client and patrons, while ensuring the financial return to the Company is maximised.
Extensive National (USA) and some International travel (Australia & UK) will form part of this deployment
Key Responsibilities
Planning Phase:
• Assisting the Event Managers in maintaining records and information in IICE
• Recruiting workforce for events as directed by the national operations managers
• Recruit, train and manage Admin team
• Taking minutes at nominated Internal, Venue and Functional Area Review meetings
• Source and book hire cars, flights and accommodation
• Assisting the Event & Project Management teams in;
- developing, reviewing and preparing staff rosters in IICE
- development of Operations plans
- development of timelines and build schedules
- Sourcing and assembling the required event site office equipment, furniture, stationery and consumables to each venue.
• Developing procurement strategies and implementing the procurement program
• Management of contracts and contractors (suppliers and supplies)
• Entering purchase orders and job dockets into IICE.
• Ordering phones, faxes, radios and making connection arrangements where required
• Managing the onsite accreditation process where required
• Arranging adequate uniform supplies for the event season
• Identification and solution provision for workforce meal program requirements for each event based on event rosters
• Development of master delivery schedule
• Development and maintenance of Master event timeline in conjunction with National Operations Manager
• Development of 'pool' of admin assistants (part time)
• Backfill admin shortages
• Liaise with clients on Scope of Works
• Manage staffing matrix/ movements
Procurement/ Quoting/ Invoicing:
• Lead the procurement process for each event
• Research options for procurement
- National opportunities
- Regional opportunities
• Develop and maintain relevant ''scope of works'' documents to lead the procurement processes
• Manage quotation and bid process
• Manage IR process for Procurement
• Manage PO process for Procurement
• Develop and communicate Vendor Recommendations where and when appropriate in line with contractual commitments
• Obtain Vendors certificates of insurance
• Manage invoice process
• Monitor and submit for approval the vendor payment process
Event Operations:
• Assisting the Construction and Event Managers on site in;
- setting up the site office/compound and all communications systems on site
- Ensure that the event administrators have arranged display of all site plans, event timetables, safety and any relevant information to assist
- management and staff
• Become familiar with all aspects of the event site
• Ensure all staff sign on procedures are developed and communicated
• Develop processes and checks that ensure that timesheets are accurately completed by all staff and correctly entered into IICE
• Develop processes and checks that ensure that incident/accident reports are completed accurately in liaison with the Project Manager
- Collating and assessing event evaluations and staff assessments at the end of every events
• Maintain Post Event records for analysis and comparison between events
• Attend events as required by Operations manager
Event Close-out:
• Assisting the Project Manager in;
- packing up and cleaning the Event Site Office and arrange disconnection of all communication
- services and other utilities
• Ensuring all electronic information is saved back onto the network at Head Office
• Ensuring all Event evaluations and staff assessments are completed and entered into IICE
OH&S Responsibilities:
• Act as lead OH&S manager for Incognitus
• Liaison with relevant contracted resources
• Training of Incognitus employees on relevant OH&S policy and procedures
• Occupational Health & Safety (OH&S) - ensuring that the region meets all legislated OH&S Requirements.
• Ensuring that the project team complies with Equal Opportunity legislation and that all areas of recruitment, selection and workplace interactions are line with the Incognitus Equal Opportunity (Discrimination & Harassment) Policy and Procedures.
• Ensuring that the region meets all other outlined statutory and legislative requirements and operates in line with the organizations standard work procedures.
Other:
• Providing Construction and Event Managers with administrative support as requested
• Managing the entire event administration function for events
• Develop and maintain company wide and location inductions
- As directed by the Project Manager, assist the Workforce team with inductions,
• Recruitment days and other administrative tasks where necessary
Experience and Qualifications:
• Proven experience in providing procurement and administrative support, ideally in the event/venue industry, or similar service related industry.
• Experience and proven ability in the use of the Microsoft Office suite of applications, Outlook, Word Excel and Power Point in particular
• Experience in delivering quality customer service both in-house and to clients
• A proven record in exceptional personnel relationships management in the event environment
• Ability to work to tight timetables and resolve issues in a dynamic environment
Essential Personal Qualities:
• Reflects a positive attitude and is consistently reliable and conscientious
• Ability to work within a mobile environment
• Demonstrated ability to work effectively in a team environment
• Excellent presentation
• Well-developed written and verbal communication skills
• Attention to detail
• Ability to prioritize and effectively manage multiple activities
• Ability to think and work under pressure in a dynamic environment
• Preparedness to work flexible hours including weekends, public holidays and evenings and to travel to events
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