Operation Administrator

Operations Administrator

Location - Office based - 79-83 North Street, Brighton

Part-time - 3 days per week

8 Month Contract

Company Description

Informa Markets, a division within Informa, creates global platforms for industries. We organise over 500 large-scale branded and transaction-oriented events in 14 specialist markets. These are typically not-to-be-missed annual events where buyers and sellers build relationships, see and show products and do business.

We also provide year-round online platforms where companies showcase their businesses and products and buyers conduct research, generating valuable leads, and we provide data and digital content that supports the flow of knowledge and transactions in markets.

Smarter Shows is an exhibition and conference brand owner, delivering a portfolio of sector leading live events primarily in the aerospace, automotive and materials industries. Innovative and agile, we are a truly 21st-century events business, founded and supported by some of the most respected people in the business; our founders have over 50 years combined industry experience.

Job Description

Role Overview

The Operations Administrator plays a key role in supporting exhibitors and ensuring a seamless event experience. This position involves direct communication with exhibitors regarding logistical requirements, booth specifications, deadlines, and the exhibitor portal. Additionally, the role provides crucial administrative support to the operations team, contributing to the overall success of each event.

Reporting Structure

• Line Manager: Senior Operations Manager
• Matrix Reporting To: Operations Director | Event Director

Key Responsibilities

Client Services & Exhibitor Support

• Act as the main point of contact for exhibitors and sponsors throughout the exhibition cycle, ensuring exceptional customer service.
• Process exhibitor and sponsorship bookings, maintaining accurate records.
• Track exhibitor progress and provide updates to operations and sales teams.
• Manage daily correspondence and respond to exhibitor inquiries from multiple mailboxes.
• Review and process booth build approvals, liaising with exhibitors and issuing Permission to Build confirmations.
• Coordinate with sponsors and partners regarding deliverables.
• Handle Lead Retrieval administration and related correspondence.
• Manage and prioritise exhibitor tasks to ensure deadlines and key milestones are met.

Event Administration & Operations Support

• Maintain and update event-related web pages with operations information.
• Provide weekly exhibitor data updates to contractors and suppliers.
• Conduct regular audits of exhibitor data across multiple systems (Salesforce, exhibitor database, floor plan) and report discrepancies.
• Attend event meetings, take detailed notes, and distribute them post-meeting.
• Oversee the event floor plan using Map Your Show, including sales bookings.
• Develop and manage the Exhibitor Online Portal/Manual, including:
• Creating and updating templates.
• Collecting and reviewing compulsory forms and insurance documents.
• Coordinating with suppliers and contractors for order forms and logistical information.
• Proofreading content and ensuring all links and downloads function properly.
• Process visa invitation letters.
• Assist with group travel logistics, including flights, accommodations, and transfers.
• Order and manage onsite stationery, staff badges, exhibitor wristbands, and conference materials.
• Coordinate event freight and shipping, working with freight forwarders to prepare packing lists and labels.
• Distribute post-show exhibitor surveys and compile feedback for improvements.
• Continuously refine exhibitor communications to improve clarity and efficiency.
• Support the operations team with ad hoc tasks as required.
• Provide weekly progress updates to the operations team, outlining achievements and upcoming priorities.

Additional Responsibilities

• Manage office supplies and equipment orders.
• Assist the Managing Director with office management tasks.

Qualifications

Key Skills & Qualifications

• Experience: Minimum 2 years in business administration, event operations, sales support, or customer service.
• Technical Skills: Proficient in MS Office (Excel, PowerPoint, Word); Experience in (url removed) is strongly preferred; if not applicable, please include related CRM experience for consideration.
• Project Management: Strong time management and ability to meet deadlines.
• Systems & Processes: Comfortable working across multiple platforms and coordinating with various teams.
• Organisation: Ability to multitask, prioritise projects, and maintain attention to detail under pressure.
• Customer Service: Professional, polite, and committed to delivering a top-tier exhibitor experience.
• Communication: Strong written and verbal communication skills with excellent listening ability.
• Self-Motivation: Ability to work independently and proactively, while also thriving in a team environment.
• Travel: Willing and able to travel as needed for events.