Role Purpose:
The Operations Executive / Project Officer is responsible for the day-to-day "hands-on" tasks required to launch an exhibition. This role focuses on the micro-logistics, administrative follow-ups, and on-site support that ensure the project timeline remains on track. You are the primary coordinator for the "minor work" that makes a major impact on the exhibitor experience.
Key Responsibilities:
A. Pre-Event Tactical Support
- Vendor Follow-up: Contact suppliers (printers, furniture rentals, caterers) to confirm delivery dates and ensure items match the approved specifications.
- Printing & Collateral: Oversee the production of all physical event materials, including badges, lanyards, directional signage, floor plans, and exhibitor manuals.
- Exhibitor Kit Assembly: Organize and pack "Exhibitor Kits" (manuals, WIFI codes, vouchers, and promotional items) for both local and international missions.
- Inventory Management: Maintain the office "Event Store," ensuring all necessary tools, stationary, and branded materials are stocked and ready for transport.
B. International Mission Coordination
- Packing & Logistics: Coordinate the physical packing and labeling of boxes for overseas trade missions; ensure "travel kits" for the team are prepared.
- Documentation Support: Assist the Travel Senior Executive by organizing folders of flight tickets, hotel vouchers, and passport copies for the entire delegation.
- Digital Filing: Maintain the project’s digital archive, ensuring all contracts, logos, and invoices are named correctly and filed for easy access by the management.
C. On-Site Operational Execution
- The "On-Site Runner": Act as the primary point of contact for immediate, small-scale needs on the exhibition floor (e.g., missing chairs, badge reprints, extra water, or technical support).
- Signage Oversight: Supervise the placement of all branding and signage to ensure it is straight, clean, and in the correct location according to the floor plan.
- Ushers & Temp Staff Lead: Assist in briefing and supervising ushers or temporary staff, ensuring they are at their stations and understand their basic duties.
- Move-in/Move-out Coordination: Be present during the "build-up" and "break-down" phases to assist exhibitors with their crates and basic setup needs.
D. Administrative & Financial Maintenance
- Quote Collection: Reach out to at least three vendors for "minor" purchases to provide the Procurement team with price comparisons.
- Data Entry: Assist the CRM Coordinator in entering last-minute exhibitor data or updating contact lists after an event.
- Expense Tracking: Collect and organize minor receipts (taxis, small supplies, emergency on-site purchases) for reconciliation by the Finance department.
