Job opportunity - Event Operations Coordinator
We are recruiting an Event Operations Coordinator to join our team on a full-time and permanent basis with a view to the successful candidate starting with us in the Autumn of 2023.
EQUAL OPPORTUNITIES
Selection of staff is made on a competitive basis. We are committed to promoting diversity and the principle of equal employment opportunities for all our employees, and encourage candidates to apply irrespective of religion or belief, ethnic or social background, gender, gender identity, disability, and all other protected characteristics.
ABOUT OUREA EVENTS
We’re the small (10-person) permanent staff who organise the UK’s most challenging off-road running events, including the Montane Dragon’s Back Race®, Cape Wrath Ultra®, Salomon Skyline Scotland®, Scarpa Great Lakeland 3Day™, SILVA Northern Traverse™ and Kendal Mountain Festival 10K Trail Run. We work year-round, primarily from a rural office near Kendal, and our passion is the outdoors.
The wonderful Event Team at the 2023 Cape Wrath Ultra ©No Limits Photography
JOB DETAILS
Location: Kendal, Cumbria
Position type: Full-time 40hrs/week
Anticipated start date: Autumn 2023
Applications are open until: Monday 31st July 2023
Salary: £22,500 FTE
JOB DESCRIPTION
We are looking for an organised and motivated Operations Coordinator with an eye for detail to work within a busy team on some of the most prestigious mountain running races in the country. The role is wide-ranging, allowing for experience to be gained across all aspects of outdoor and sports event operations.
The Event Operations Coordinator will assist the wider Operations Team in the administration and operational day-to-day and on-site management of all our events. The post holder will support the contracting of hire companies (including vehicle hires, coach bookings, site infrastructure and equipment hires) and liaise with event stakeholders (including food vendors, sponsors, trade exhibitors) to ensure equipment and vehicles are booked, and all information required has been received or circulated to ensure the success of the event. The post holder will also support the day-to-day management of the volunteer Event Team.
This role is based in our Kendal office with ad hoc working from home possible. This role will also require a commitment from the candidate to attend our events in person. Additional and adjusted responsibilities to those listed should be expected in keeping with an ever-evolving small business. The successful candidate will also be entitled to the company pension scheme, TOIL payments for any days worked on events, and the company bonus scheme. There is a generous annual leave allowance.
ROLES AND RESPONSIBILITIES
Event Planning
Assisting in the management of the volunteer Event Team alongside the Event Team Manager, including responding to emails, sending event-specific communications, approving event team volunteers, and supporting the drafting of schedules/rotas.
Supporting the management of key contractors including the hiring of infrastructure and collation of relevant H&S documentation.
Ensuring key event documentation such as event schedules, site inductions, and exhibitor manuals are up to date and given to all relevant parties in advance of going to site.
Support the creation of a transport plan alongside the Logistics Manager to ensure all equipment and event personnel are accounted for.
Booking hire vehicles and other transport, such as coaches.
Coordinating drivers from within the Event Team for vehicles.
Ensuring relevant Event Team certificates, driving licences, and other professional qualifications are in date and copies have been received.
Booking any accommodation required for each event.
Finding and booking food & beverage providers.
Creation of signage & branding schedules, working alongside the Marketing Team, and liaising with relevant suppliers.
Supporting the Warehouse & Logistics Manager in the day-to-day management of event equipment, event packing lists, and warehouse inventory.
Undertake pre-event site trips with the Event Operations Director to meet site-owners and support the planning of site layouts and infrastructure needs.
Event Delivery
Be an active part of the Senior Team on all Ourea Events races.
Support all on-site operations, as required.
Work with the Event Operations & Event Directors in the management of the volunteer Event Team.
Create rooming plans for on-event accommodation.
Work with vendors, contractors and sponsors, and support their on-site needs.
CANDIDATE REQUIREMENTS
Mandatory
Experience working within the events industry or on sporting events.
Full UK driving licence and willingness to drive various event vehicles.
Well-organised and able to work on multiple tasks at the same time.
Problem-solving ability.
Fluent in written and spoken English.
Comfortable working outdoors in all weather and camping at events.
Desirable
We recognise that no one candidate is likely to have all the desirable experience outlined below and therefore we’ll take an open-minded view about the skills and experience of all candidates and how they relate to this role.
Experience working on large-scale outdoor sporting events or arts/sports festivals.
Experience in project management.
Working knowledge of basic contracting and procurement practices.
Proficient in Microsoft 365.
Proficiency with Apple computers and operating systems.
Experience in using CAD software to prepare/read site plans.
A qualification in event management.
A health and safety qualification and experience writing health and safety documentation.
A first aid qualification.
CANDIDATE APPLICATIONS
Questions. Informal questions are also welcome via the email address below.
Applications. Applications are accepted by email with a covering letter showing your suitability for the role and how you meet the job description, and a CV to [email protected]
Interviews. Interviews will be held in person at our Kendal office on 16th, 17th and 18th August 2023. An outline of the interview questions will be sent out in advance, along with a short task to prepare.
Autumn Events and Start Date. We will require the successful candidate to visit us at the Montane Dragon’s Back Race® (4th to 9th of September) and/or Salomon Skyline Scotland® (16th and 17th September) so that they have a sense of our events prior to starting their role in the Autumn of 2023.