Event Operations Administrator

Quintevents, LLC; Greater London; On-site; GBP 40,000 - GBP 60,000; Full time

Job summary

A global event management company is hiring an Event Operations Administrator - Logistics in London, UK. The successful candidate will assist in planning and executing events, focusing on logistics and ticketing support. Key qualifications include event planning experience and a minimum of 3 A-Levels. The role requires strong organizational skills, attention to detail, and proficiency in tools like Excel and CRM software. This is a full-time, in-person position, offering competitive pay and benefits.

Benefits

Competitive pay

25 days of annual leave

Private Healthcare

Enhanced Parental leave

Discounts at retailers

Global travel opportunities

Qualifications

• Experience in event planning and management.
• Preferably include experience coordinating and delivering on-site events.
• Strong computer skills in essential tools.

Responsibilities

• Assist in planning and coordinating logistical aspects of events.
• Organize and manage logistics of shipping event materials.
• Support fulfillment team in preparing packages for guests.
• Utilize ticketing platforms for distributing digital tickets.

Skills

Attention to detail

Time management

Interpersonal skills

Organizational skills

Proficient in Excel

Education

Minimum of 3 A-Levels or equivalent qualification

Tools

CRM software

Project management tools

Job description

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, Breeders Cup, Belmont Stakes, Ticketmaster, Australian Open, Barrett Jackson, USA Basketball, WNBA, USGA and ATP.

About the Role

As the Event Operations Administrator - Logistics, you will assist with a variety of processes during the planning, on-site execution, and post event debrief with a focus on freight, fulfilment, and 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.

Core Responsibilities

Logistics

• Assist the Event Operations Logistics team in the planning and coordination of all logistical aspects of events, including transportation, accommodations, and vendor relations.
• Assist the Event Operations Logistics team 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.
• Coordinate with on-site teams to ensure proper delivery and setup of freight materials.
• Assist the Event Operations Logistics Team in Freight issues as they arise.

Fulfilment

• Support the fulfillment team in preparing all physical package items being shipped to guests.
• Support the fulfillment team 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

• Utilize various ticketing platforms to distribute digital tickets to attendees.
• 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 and raising accurate purchase orders.
• 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.

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.
• UK 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