Project Supervisor

Arena is an international integrated event services company. The company provides event solutions, designing and delivering temporary environments to a variety of sporting, commercial and cultural events across the globe.

With a global reach that extends from the US, UK and Middle East & Asia, Arena pride themselves on their ability to provide the 'Arena Standard' around the world. Offering a truly tailored and bespoke experience with an extensive product offering around the world, Arena "turn space into place."

Flagship recurring events include the Olympics, Rugby World Cup, Miami F1, Ryder Cup, European Tour, US Open, PGA Tour, European Tour.

Job Title: Project Supervisor 

Reporting Into:   Director, Projects Dept  

Direct Reports:    None

The role of the Project Supervisor is to help plan, execute, and finalize projects according to strict deadlines and within budget.  This includes acquiring resources and coordinating the efforts of team members and third-party contractors or consultants in order to deliver projects according to plan.  The Project Supervisor will work with the Project Manager to define the project's objectives and oversee quality control throughout its life cycle.

• Scheduling
  • Create and update production schedules in Smartsheet for all jobs
  • Create and update shipping schedule in Smartsheet for all jobs
  • Update "project tracker" to ensure JPE dates are accurate
• Financial
  • Complete Job Profitability Estimate(JPE) for budget prior to install
  • Ensure budget reflects approved JPE and annual budget
  • Update financial reviews weekly and report any negative variances
  • Review all assigned Jobs in Nav before EOM closing
  • Ensure POs are completed for any incurred expense that was not made with a credit card
  • Complete credit card expense reports weekly to ensure job financials are current
• Safety
  • Ensure assigned crew leads are conducting daily toolbox talks
  • Ensure any job-specific PPE that Arena is responsible for supplying is provided 
  • Ensure there is an assigned person on each job to complete safety checklists
  • Ensure all accidents are documented thoroughly and reported immediately
  • Ensure site leads are reporting any near misses
  • Conduct inspection of job sites to ensure proper safety procedures are being followed
• Operational Support
  • Work with account managers, inventory, and warehouse managers to decide how tickets are being entered and split
  • Work with sales/account managers to ensure that any billable damages or scope changes are addressed in a timely manner
  • Schedule and conduct project kickoff meetings. 
  • Work with PM Coordinator on JPEs
  • Have "Tools-Needed" ticket created for jobs in Alert
  • Create action logs when necessary for large projects that require significant amounts of planning, providing specific time-sensitive milestones visible to all relevant departments.
  • Work with inventory to find solutions for inventory problems/overbookings
  • Conduct inventory spot checks on job sites when necessary
  • Order scaffolding and concrete ballasts when necessary
  • Communicate with site manager and leads to set, or possibly adjust, daily benchmarks and the overall schedule
  • Work with logistics to resolve any employee/contractor issues or shortages
• Customer Delivery
  • Communicate client expectations with crew
  • Inspect install though out build to ensure Arena standards are being met
  • Provide feedback to logistics regarding crew member's understanding and ability to complete job tasks
  • Act as "last line of defense" to ensure Arena product is rental-ready, meeting the requirements and expectations of both the client and Arena Americas
  •  To include quality of vinyl, flooring, accessories, ADA compliance, and overall public safety
  • Conduct final walkthrough with client for official handoff

• Possess understanding in the areas of site surveying, structure, product offerings, and capabilities.
• Maintains awareness of new and emerging technologies and their potential application on client engagements.
• Understands structure type, size, requirements, and proper usage.
• Ability to read and understand basic diagrams and floor plans 
• Ability to create installation plans, including logistics and production schedules
• Previous experience in the events industry preferred
• Bilingual in Spanish preferred

• High School Diploma/GED or relevant work experience

If you describe yourself as a team player, enthusiastic, possess a high level of integrity, and have the willingness to make a significant contribution, we invite you to apply for this opportunity.

Arena Americas is committed to a policy of equal employment opportunity. The Company conducts all employment practices without regard to race, sex, color, religion, national origin, age, disability, protected veteran's status, pregnancy, genetic information, sexual orientation, or any other basis prohibited by law. Arena Americas also undertakes affirmative action to assure equal employment opportunities for minorities and women, for persons with disabilities, and for protected veterans. Arena Americas participates with E-Verify.