Operations Administrative Coordinator
1 day ago
Chicago
Job DescriptionDescription: COMPANY OVERVIEW Chicago Event Management is more than an event production company, it’s a team motivated to connect the communities we serve through the events we produce. At the core of our organization, we believe in sharing best practices, using learnings to create unforgettable experiences and building lasting relationships that lead to new ideas and innovation. Since its inception in 1996, CEM has stayed true to this mission and as a result, has become a leader in event production and the endurance sports industry. JOB SUMMARY The Operations Administrative Coordinator supports the daily administrative and operational functions of the (Event) Operations department and the Sr. Director of Operations & Workforce Management. This role plays a critical part in ensuring smooth departmental operations through a wide range of responsibilities, including meeting and resource coordination, vendor support, permitting, financial processes, and project management. The Operations Administrative Coordinator also provides on-site operational support during event production. The ideal candidate is highly organized, detail-oriented, and process-driven, with strong communication and problem-solving skills. They thrive in a fast-paced, deadline-driven environment, enjoy working collaboratively, and are eager to support event operations both in the office and on site. DUTIES & RESPONSIBILITIES Administration • Organize department meetings, including coordinating scheduling and attendees, invitations, reserving of rooms, creating of virtual meetings, preparing agendas, meeting resources, recording notes, and documenting action items., • Manage office operations at warehouse, including external department project scheduling / coordination, input of warehouse-based invoices for payment, record keeping, maintaining warehouse supplies, ensuring general function and cleanliness of office spaces, conference room, and break room., • Support planning and coordination of department special activities, such as event staff training sessions, event preparation meetings, appreciation party, by coordinating with internal and external contributors, managing invitations and communications, resource planning, room/venue management, developing runs of show, and leading meeting production., • Manage administration of CEM internal fleet (cars, carts, trucks, trailers, heavy equipment, etc.) required for day-to-day business and event production, including supporting directing and controlling use of fleet, coordinating fleet licenses, and renewals, maintaining vehicle maintenance vehicle schedules and records., • Manage department’s vendor pipeline tracker, including maintaining lists of active vendors, contacts, key dates, and tasks, ensuring effective communication and record-keeping of vendor orders, agreements, and timelines are maintained by vendor managers., • Support organizational efficiencies and management of department’s use of project management tools (i.e. Basecamp), including set-up of projects, tools, and use processes., • Support review and updates to vendor orders, manifest, statements of work, procurement, and processing payment requisitions for department’s vendors., • Organize and print documents for event site build, production and tear-down, such as maps, diagrams, lists, and operations guides., • Assist in creating, updating or editing presentations, materials, plans, and event guides needed for event production, meetings and presentations., • Assist with preparing and inputting statements of work, schedules, pay rates, travel, and accommodation details for event staff into event management operations system (i.e. EMOS)., • Coordinate resource requests, such as workspaces, heavy equipment, carts, vehicles, tools, radios, credentials, parking, uniforms, travel, and accommodations for Operations staff and vendors., • Provide general communication and support to Operations vendors, event staff, and departmental partners., • Support the development of Operations department timelines and task management within company tools such as Basecamp and EMOS., • For event sites, plan event site workspaces, coordinating needs with program leads., • On event sites, provide administrative and organizational support to operations crews and vendors. Including managing operations trailer workspace, check out and check in of various resources (two way radios, credentials, placards, supplies, etc.), errands, meal coordination, errands, crew shuttling, incoming calls to operations/logistics call line, providing direction for incoming needs, deliveries, and requests. Support spotting of arriving deliveries., • Support Sr. Director of Operations and Workforce Management with management of timeline and tasks creation, assignment, and updates., • Lead or assist with special projects as assigned., • Responsible for completing all processes required to obtain appropriate permits and approvals from the following agencies:, • Site and Route Permits (Chicago Park District), • Special Events (DCASE), • Street Closures (CDOT), • Law Enforcement and Security (Chicago Police Department), • Fire Safety (Chicago Fire Department), • Building Permits (Chicago Dept. of Buildings), • Liquor Permits (State and City), • City Services Request Letters (Streets & Sans), • Special Venues (i.e. Chicago Public Schools), • Other necessary licenses and permits as required, • Manage established system of permit task assignment and tracking in Basecamp, and coordinate with necessary staff and vendors to collect, complete, and submit all documents and forms required to complete permit and agency requirements., • Maintain historical record of permit related communications and documents in Basecamp and Highrise., • Coordinate with finance team for payments of permits and licenses., • Ensure permit compliance, communicating rules, requirements and allowances with staff and vendors., • $21.00 per hour minimum starting rate, commensurate with qualifications and experience, • Overtime paid at time-and-a-half, with additional hours anticipated around company-produced events, • Medical, dental, vision, life and short-term disability insurances with generous company contribution to medical and dental premiums, • Company paid basic life and long-term disability insurances, • Access to Employee Assistance Program and discount programs, • Optional legal and ID protection insurances, • 401K plan with access to financial advisors, • Potential for discretionary mid-year and year-end bonuses, • Limited opportunity to attend industry events and professional development conferences, • Event-issued merchandise Requirements:, • Strong organizational skills with the ability to multi-task and manage multiple complex tasks in a fast-paced, deadline-driven environment., • Excellent written and verbal communication skills, with the ability to collaborate, coordinate, instruct, and lead event site crews effectively., • Strong problem-solving skills, with the ability to identify and foresee potential issues and develop plans to keep the department running smoothly., • Process-oriented, with the ability to complete highly administrative tasks accurately, on time, and with a high level of detail., • Proven ability to build consensus and work effectively within a cross-departmental team, eagerness, and willingness to work united as a team., • Strong computer skills, with proficiency in Microsoft Office Suite, Google Suite, and project management software., • Experience with project management., • Experience working on an event site or in a similar environment a strong plus., • Demonstrates a strong work ethic, integrity, and accountability in work product., • Minimum one (1) year of experience with office management, administrative support, project management, or similar., • Work is performed in office (75%), warehouse (10%), and outdoor event site (15%) settings. The CEM Office is located in Downtown Chicago. The CEM Warehouse is located in Bellwood, Illinois. Event sites are located throughout Chicago., • Opportunity to work remotely occasionally as per CEM’s Hybrid Work Policy., • Moderate walking, standing, and/or climbing, heavy lifting and carrying, stopping, bending, kneeling, and reaching. Work both inside and outside.
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