Operations Coordinator

Operations Event Coordinator

$51-54K per year, based on experience

Based in the greater Boston area, ePosterBoards LLC (www.eposterboards.com) is a privately-owned event technology management and service company. For virtual events, ePosterBoards provides software platforms for the management and operation of on-line events. For in-person, live events, ePosterBoards provides digital poster presentation solutions (i.e. large-flat panel HD display screens, touch-screen computers and related equipment), as a rental service for biomedical, scientific, educational and other meetings and conferences in the Northeast region of the United States and throughout the country.

SCOPE OF POSITION

Under general supervision of the owner and/or the Chief Operating Officer, the individual is expected to carry out Event Support, Operations planning and Technical support activities of moderate complexity, requiring professional training and expertise with computer software.

EVENT SUPPORT RESPONSIBILITIES:

· Assist the event manager with the equipment offloading/ setup, technical troubleshooting and presenter support at assigned ePosterBoards events.

· Assist with preparing equipment cases for upcoming events.

· Oversee the pickup/drop-off and safe delivery of ePosterBoards event equipment & cases.

· As requested, oversee the load-in/load-out of the ePosterBoards equipment to/from the company warehouse.

· At assigned events, assist with overseeing the setup/breakdown crew on-site and verify that all equipment has been handled correctly.

· Ensure that ePosterBoards equipment has been properly setup, cases are store, power has been distributed properly and help desk is setup.

· Participate in setting up the ePosterBoards help desk, implementing the tech tasks and troubleshooting any internet/power issues.

· Actively participate, via leading-by-example, in the event setup and breakdown; and remain on-site during each venue to provide technical support and troubleshoot any technical issues.

· Assist the ePoster presenters to successfully upload, trouble-shoot and optimize their poster presentations during the onsite presenter check-in periods.

· Assist with the processing of ePoster presentations and virtual platforms.

· Provide technical and moderation support for assigned ePosterBoards virtual events.

· Participate in virtual platform test sessions for applicable presenter groups.

· Assist with providing technical support for presenters via chat suppor, emailt and onsite at events.

· Maintain the event & operations standards that have been set by the ePosterBoards owners.

EQUIPMENT/OPERATIONS PLANNING RESPONSIBILITIES:

· As requested, attend client/setup meetings at on-site venues.

· As requested, complete the event equipment/staff request form and logistics form with notes collected from the on-site meeting.

· Work with the Assistant Equipment Manager on verifying pack sheets for assigned events.

• Execute—with exacting precision and certainty—packing for events based on checklists.
• Count different types of equipment and double-check counts repeatedly for accuracy.
• Adhere to proper documentation process using checklists and inventory management software.
• Inspect equipment prior to being packed for events and after returning from events.
• Clearly label and physically distinguish separate packs in the warehouse.
• Systematically eliminate possibilities of confusion with event packs.

· Work with the Assistant Equipment Manager to setup the inventory management system for upcoming events.

· Update the inventory system as equipment goes out to venues and returns to the ePosterBoards warehouse.

· Implement the packing requests assigned to from the Assistant Equipment Manager.

· Assist with the creation of equipment case diagrams for each assigned event.

· Work with the Equipment Manager to test out technology functionality before and after the events.

· Ensure that equipment transition requests are completed after an event completion.

· Provide support to Event Managers with reviewing submitted presentations and testing out presentations on ePB computers.

· Work with the Event manager to make sure that computers are setup with content and session notifications for upcoming events.

· Provide assistance with maintenance of ePosterBoards equipment and repair of damaged equipment.

· Work with the Assistant Equipment Manager to onboard new equipment and catalog into the inventory management system.

· Continuously update the venue details for the assigned setup/breakdown crew for each event.

· Maintain the venue logistics trackers.

· During slow periods, work on process improvement projects to improve the Operations/Logistics planning and Equipment handling processes.

· Assist with creating educational modules on the ePB learning management system for new Operations and Logistics processes.

TEMPORARY STAFF COORDINATION RESPONSIBILITIES:

Setup & Breakdown Crews:

· Work with the Event Manager to update the venue details on the setup/breakdown crew management application.

· Work with the Assistant Equipment Manager to create training videos and details to the contracted crew members for the upcoming events.

· As needed, participate in the training of new setup/breakdown crew,

· For assigned events, assist with providing support for the setup and breakdown of the local and away crew. Ensure that equipment is setup properly and crew and following safety measures.

*Note: Some of the job responsibilities described above will potentially change during the course of employment based on the growth and development of our business.

MINIMUM REQUIREMENTS:

· Bachelor’s Degree with relevant Hospitality, Operations, Audio Visual or Business Management experience

· Operations experience for at least 2-3 years.

· Event/Logistics Planning experience for at least 2-3 years.

· Staff Management experience for at least 1-2 years.

· Competence with Mac and PC computers, and proficient with Microsoft Office Suite.

· Presentation software, Web-design platforms, Adobe Products and Virtual Conferencing Platforms.

· Willingness to work flexible hours, including weekends, evenings and early mornings when necessary.

· Strong communication and technical skills.

· Have a high level of organization skills and follow-through.

· Self-starter, self-motivating, and takes initiative.

· Ability to attend on-site events, locally in the Boston area and around the U.S.

· Must have reliable transportation and be comfortable working in the ePosterBoards office.

· Must be willing to follow the Pandemic safety protocols that are enforced in the office as well as at event venues.

Job Type: Full-time

Pay: $51,000.00 - $54,000.00 per year

Benefits:

• Flexible schedule
• Health insurance
• Paid time off

Schedule:

• 8 hour shift

COVID-19 considerations:
Social distancing of employee desks, everyone is required to wear masks, regular cleaning is done of the office space and available sanitizing solutions for the staff to use.

Education:

• Bachelor's (Preferred)

Experience:

• Customer Service: 4 years (Preferred)
• Microsoft Office: 5 years (Preferred)
• Operations: 2 years (Preferred)
• Logistics: 2 years (Preferred)

Work Location: In person

Salary : $51,000 - $54,000