What are the responsibilities and job description for the Operations Coordinator - San Antonio TX position at Hello!?
OPERATIONS COORDINATOR
We are a National Destination Management company with over 13 offices nationwide and over 250 Team Members and growing. We are the collaborators event planners logistics coordinators innovators creators and dreamers who do what we love with a passion to please. We have over 57 industry awards as a demonstration of our commitment to excellence. Come be part of this awardwinning team!
OVERVIEW OF POSITION : To assist the Director of Operations Account Managers and Program Managers with administrative duties.
SKILLS REQUIRED : Strong Organization Time Management Strong Communication Proactive Analytical Logistical Excel and Word Oneonone personal interaction and outgoing and positive attitude.
Prior to programs being sold the Operations Coordinator will assist with the following for the Operations Team :
o Prebook transportation
o Prebook field staff
o Breakout Arrival and Departure manifests for preliminary pricing
o Work on Program Recaps
o Order any necessary merchandise or supplies.
o Order graphics RFPs for any branding.
Once a program has been sold and turned over by the Account Executive the Operations Coordinator will assist individual AM / PMs with the following :
o Confirm vendor contracts.
o Update and breakout Arrival and Departure manifests.
o Update or Book transportation.
o Update or Order Field Staff
o Order any necessary merchandise or supplies.
o Generate Program Recap and distribute to client hotels and internal contacts.
o Generate Staff instructions and Staff paperwork.
o Generating maps and directions
o Submit fire permits or tent permits if needed.
o Create Creative production schedule.
o Update DMCPro costing sheets as program is operating.
CONCLUSION OF PROGRAM :
o Update DMCPro costing sheets.
o Reconcile any vendor invoices.
o Create Preliminary Invoice
o Organize file for Billing.
Key Skills
Environment,J2se,Catering,ESI,Actuary
