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Operations Coordinator

3 months ago

Diamond Bar, United States Specialty Equipment Market Association. Full time
Job DescriptionJob Description

Operations Coordinator

This role is in our Diamond Bar, CA location and in-office daily

ORGANIZATION OVERVIEW

A love for cars, trucks and SUVs is the motivating force behind the Specialty Equipment Market Association (SEMA). This trade association consists of a diverse group of manufacturers, distributors, retailers, publishing companies, auto restorers, builders, restylers, car clubs, race teams and more. From performance products for street and race applications to accessories for late-model automobiles and light-duty trucks, SEMA-member companies contribute to the vitality and strength of a $42-billion-a-year retail industry.

SEMA is a non-profit association which behaves like a business. Its mission is to help its individual and business membership base succeed and prosper. Its members are the producers and marketers of specialty automotive products for cars, trucks and SUVs.

SEMA helps its members make smarter business decisions; save money through group buying power; and network with key businesses in the industry.

In addition to numerous member benefit programs, SEMA plays an active role in convening the industry through a variety of world class events. Each fall the SEMA Show is the industry’s largest (and in fact one of the world’s largest) trade shows, bringing together every segment of the automotive industry, from hot-rods and off-roads, to mobile electronics and collision repair. With more than 2,000 exhibiting companies and attendees from all over the world, the SEMA Show is where the hottest, newest automotive products debut. More information about this event is available at www.semashow.com.

Learn more about SEMA on its website at www.sema.org.


Operations Coordinator

PURPOSE

Serve the Membership, Education, Market Research and Councils & Networks teams to execute operations, logistics and reporting. Responsible for coordinating in-person operations and events. Provide support to stakeholders in their efforts to lead and manage programs, projects, events and resources.

RESPONSIBILITIES AND AUTHORITY

1. Be knowledgeable about all member benefits, programs and services offered by the

association.

2. Responsible for the facilitation and coordination of stakeholder events, including but not limited to such programs as summits, volunteer meetings, meetups, receptions and tradeshow booths. This includes:

  1. Serving as liaison with the Special Events team.
  2. Ensuring the development and delivery of materials for all events, including folders, tent cards, handouts, marketing materials, etc.
  3. Build standardized event and meeting materials (Ex. Council & Network Long Range Planning meetings).
  4. Create event pages to be added to the organization’s online calendar.
  5. Collaboration with external partners to coordinate travel arrangements.
  6. Location scouting as needed.

3. Execute the coordination of in-person events and activations:

  1. Serve as onsite contact to facilitate event/meeting needs.
  2. As events require, provide training to teammates to facilitate onsite needs and responsibilities.
  3. Coordinate post-event surveys with the Research team and provide analysis to key stakeholders, as needed.
  4. Identify and collect key metrics from events and programs from stakeholders and update in stakeholder dashboard.

4. Support operations of events and programs:

  1. Coordinate SEMA Show booth work orders, staffing requests, freight, etc.
  2. Serve as department resource to scope out new project or program requirements.

5. Coordinate accounting and logistic functions on behalf of stakeholders, including:

  1. Check requests, purchase orders, refunds, volunteer reimbursements, invoice creation, etc.
  2. Shipping needs.
  3. Inventory tracking and storage system creation.

6. Assist with alignment of data systems, reporting and integration between CRM (NetForum) and initiatives:

  1. Work with data team to standardize reports and NetForum data entry.
  2. Work with data team to maintain Council rosters within NetForum.
  3. Work with IT to create and update paid program registration pages.

7. When directed by management, perform other assignments and duties as required:

  1. Customer service support – Front desk coverage.
  2. Administrative support to as needed.
  3. Take meeting minutes as needed.
  4. Provide support on Task Force and Select Committee meetings as needed.

RELATIONSHIPS

  • Reports to Byron Bergmann, Operations Director, Councils & Networks.
  • Interface with
  • Interfaces with all departments.
  • Interfaces with Association members and prospective members as recommended by the council directors.

PRIMARY SKILLS & REQUIREMENTS

  • Team player who is willing to embrace new ideas and demonstrate an ability to change and grow as required by the position.
  • 4-year college degree with a strong background in communications or event production preferred.
  • Demonstrated proficiency in all Microsoft Office software and strong willingness to learn new software programs is required.
  • Process all external and internal requests within provided deadlines during weekdays.
  • Skilled communicator with strong organizational abilities.
  • Travel requirements up to 25%.

This job description is not intended to be and should not be construed as an all-inclusive list of all responsibilities, skills, relationships or working conditions associated with the position. While it is intended to be an accurate reflection of the job requirements, management reserves the right to modify, add or remove duties and to assign other duties as necessary.

Salary Range: This position's hourly rate is $23.00 - $25.80. Actual rate of pay will be dependent on individual’s skills, qualifications, and experience. This role is eligible for 401k Savings plan, Healthcare (medical, dental and vision), and other generous rewards.