TITLE: Operations Coordinator

REPORTS TO: DMC Director

CLASSIFICATION: Exempt

HOURS: Part Time

TYPE: In-Person

LOCATION: San Antonio, TX

SUMMARY: Supports the execution of client programs by managing logistics, vendor coordination, staffing, and program documentation. Works to ensure all program elements are executed accurately and efficiently from proposal through post-event closeout.

EDUCATION:

• Bachelor’s Degree in relatable industry or field recommended but not required. Can substitute experience for education.

EXPERIENCE:

• 1-3 years of experience in related industry: destination management

DUTIES AND RESPONSIBILITIES – EXTERNAL:

• Support Sales Team with project aspects (planning, and execution with emphasis on execution) including but not limited to:
• Work closely with sales team to develop and maintain program documentation (i.e. proposals and project template)
• Accompany sales team for site inspections as needed
• Support sales team with vendor communication throughout program process flow
• Confirm staff requirements based on approved program scope and secure qualified staffers in alignment with the staffing plan.
• Support Operations Manager through handoff process from sales to operating including but not limited to:
• Confirm staff and vendors for secured business
• Be subject matter expert on event logistics and communicate to key stakeholders
• Create and maintain final program documentation
• Support program operations including but not limited to:
• Onsite for program operations, manage onsite staff hand off if applicable
• Support onsite team and escalate up chain of command if necessary
• Remain on-call throughout event strike
• Support Operations Manager through closeout process but not limited to:
• Receive and save all Final Vendor Invoices
• Attends Industry Events as needed
• Perform other duties as assigned

DUTIES AND RESPONSIBILITIES – INTERNAL:

FOCUS: Initiative, Reliability, and Emerging Leadership

• Attend all required internal trainings and team meetings to include but not limited to:
• Virtual DMC Monday Morning Team Huddle: reoccurring weekly meetings from 8:45am – 9:15am
• Virtual Monday Morning Meeting (MMM): reoccurring weekly meetings from 9:15am – 10:15am Any other necessary training, discussions or meetings, as requested by Supervisor
• Help maintain company culture by encouraging collaboration and positivity
• Take ownership of small internal projects (department inventory, providing feedback on documents, or internal communication updates)
• Demonstrate a positive attitude, professionalism and reliability to others
• Report status updates on assigned tasks to team
• Perform other duties as required or assigned
• Candidates must be able to lift up to 20 lbs and stand for extended periods of time

 SKILLS (REQUIRED):

• Technologically proficient, generally, as well as in Microsoft Office suite software (Outlook, Excel, Word, PowerPoint)
• Maintain high levels of productivity while working on multiple tasks concurrently in a fast-paced, high-demand environment
• Confidence working independently as well as flexibility working alongside and within a team to deliver internal and external expectations together
• Exceptional commitment to customer service, problem solving, and delivering success
• Strong verbal and written communication, and significant attention to detail skills
• Demonstrate the desire and ability to work within a team environment by maintaining a positive attitude and the willingness to grow to produce high quality work, while also having the ability to work independently while anticipating team needs
• Exert a solid understanding of company processes and client expectations

This job description is intended to describe the general nature and level of work performed. It is not intended to serve as an exhaustive list of all duties, skills, and responsibilities required. Additionally, this job description is not intended as an employment contract, implied or otherwise. The CE Group, Inc. continues to maintain its status as an at-will employer.