Event Operations Coordinator, Logistics

About Quint

Quint is the industry-leading provider of official ticket and hospitality packages to many of the world's most prominent sports and entertainment events. Based in Charlotte, North Carolina, with offices in six countries, Quint’s global footprint and proprietary technology platform continue to be the foundation of their exponential growth. Quint's innovative programs enable partnership properties to expand fan experiences and corporate client entertainment opportunities in a way that reflects the quality and prestige of those brands. Quint has a portfolio of 15+ official property partnerships servicing over 90 events including Formula 1, NBA, Kentucky Derby, MotoGP, Chicago Bears, Green Bay Packers, NASCAR Chicago Experiences, Breeders Cup, Belmont Stakes and the NHL.

About the Role

As the Event Coordinator, your contribution to the organization will be to support the delivery of an exceptional guest experience at established financial margins for your team’s portion of assigned events. You will assist with a variety of processes during the planning, on-site execution, and post event debrief. You will also work collaboratively to support overall initiatives to deliver exceptional guest experiences at all events globally.

Your role will be on a team focused on one of two key functions:

• Hospitality (food and beverage, branding, production, talent appearances, etc.)
• Logistics (ticketing and fulfillment, transportation, hotels, travel, tours, etc.)

Achieving this will require:

• Self-driven curiosity and initiative to learn your team, our department, and event intricacies as well as existing systems, technology, and processes.
• Willingness to ask questions and build relationships independently.
• High attention to detail and comfortable with time management and working to strict deadlines.
• Thriving in an ever-changing, collaborative, team environment.

Performance will be evaluated on:

• Accuracy, timeliness, and consistency of work completion.
• Reliability in collaborating and supporting the global team.
• Manager and peer feedback.
• Guest experience feedback for assigned tasks and projects.
• Financial delivery to budget for assigned tasks and projects.

Reports to: Event Manager (Hospitality or Logistics)

Core Responsibilities 

Guest Experience and Event Management

• Support the planning and on-site delivery of your function (hospitality/logistics) for 12+ events annually ranging from 200 to 12,000 guests per event beginning with event launch up to a year in advance of event date.
• Event planning includes (but is not limited to) and varies by your function:
  • Physical and digital ticket management such as receiving, inventory checks, assigning seat locations and distribution.
  • Fulfillment of guest orders through an in-depth, multi-step process including building excel reports, generating shipping labels, interfacing with suppliers, quality control checks, packing and assembling parcels, creating detailed documentation, etc.
  • Coordinating with the internal graphic design team to produce required assets such as credentials, signage, large format graphics, etc.
  • Significant amount of scheduling and timeline management for both guests and staff across fulfillment, transportation, hotel check ins, tours, and experiences, etc.
  • Vendor/supplier selection, negotiation, contracting, and ongoing management for services such as transportation, staffing services, gifts, etc.
    • Ensuring goods and services are delivered in accordance with the contract.
  • Obtaining appropriate permits, licenses, and contracts required to deliver the event.
  • Providing information and collaborating with Guest Services and Guest Communications to ensure guests receive proactive and accurate information about their experience.
  • Work collaboratively with internal departments to ensure execution aligns to internal requirements such as Event Programs Management, Marketing/Creative, Sales, Partner Management, and Product Management.
  • Building and documenting plans into a standardized template to ensure successful on-site delivery with a focus on the guest experience including schedules/ROS, travel, staff assignments, staff training plans, guest movements, safety and security, etc.
• On-site delivery includes (but is not limited to) and varies by your function:
  • Manage and support preparation and set-up activities such as overseeing vendors/suppliers, moving equipment, freight, setting up meeting and hospitality spaces, etc.
  • Execute and/or lead documented plans for both back of house and guest facing activations such as staff training, package delivery and pick-up, hotel check in, transportation management, hospitality check in, experience and tour management, etc.
    • Seamlessly adjust and communicate new plans when aspects to all required parties (on-site staff, guest services, guest communications, guests, etc.) do not go according to the original plan.
  • Oversee vendor and supplier delivery to ensure contracted goods and services are delivered to the expected standards; work collaboratively to adjust as needed for a positive guest experience.
  • Provide positive, engaging, and friendly service to all guests on-site paying close attention to surroundings and behaviors regardless of if we are “open.”
    • Problem solve any guest complaints or issues directly before escalating the guest to the next person.
  • Manage and support tear down activities such as overseeing vendors/suppliers, moving equipment, freight, meeting and hospitality space load out, etc.

Financial Management

• Accountable for the assigned portion(s) of the budget for your assigned tasks and projects.
• Support initiatives to maximize budget utilization through negotiation and internal collaboration.
• Ensure accurate and timely tracking of planned and confirmed expenses.
• Tightly manage your own on-site expenses and inspire fiscal responsibilities in fellow travelers.
• Collaborate with manager to understand sales projections and any required budget adjustments.

Requirements

Work Experience, Education, and Skills

• 2+ years’ experience in event planning and management.
  • Must include experience coordinating and delivering on-site events in sports, entertainment, and/or festivals.
• 1+ year’s most recent experience related to hospitality and/or event management industry.
• Direct experience managing budgets of at least 25K USD.

• Bachelor’s degree with an emphasis in Business, Hospitality, Marketing, Logistics, or equivalent business experience.

• Proficient computer skills including but not limited to Excel, CRM software, and project management tools.
• Bi/multilingual preferred.

Interpersonal Skills and Traits

• Strong attention to detail; willing and able to adhere to strict process, procedures, and guidelines.
• Highly organized and efficient work style.
• Ability to multi-task in a fast paced, deadline driven environment.
• Strong time management and prioritization skills.
• Maintain a positive attitude even through stressful situations; communicate in an open and friendly manner.
• Consistently act and make responsible, trustworthy decisions.

Physical

• Prolonged periods sitting at a desk and working on a computer.
• Extensive walking and standing for periods greater than 12 hours while at events.
• Must be able to lift up to 30 pounds/14 kilograms.
• Required to travel internationally up to 50% - targeted travel 18-25%.