Head of Operations at The Events Warehouse Limited

MAIN JOB DESCRIPTION

The HOO will be responsible for overseeing and managing all aspects of operations of the Events facility. This role involves strategic planning, team management, resource allocation, maximizing profit, maintaining high service standards and ensuring the seamless execution of events.

GENERAL DUTIES & RESPONSIBILITIES 

• Operational Strategy: Develop and implement operational strategies in alignment with business goals and objectives.
• Resources Allocation: Allocate resources efficiently, including staff, equipment, and materials, to support event operations.
• Vendor Management: Establish and manage relationships with vendors and suppliers, negotiate contracts, and procure event-related items.
• Quality Control: Implement quality control measures to ensure high standards of service delivery during events.
• Budget Management: Develop and manage budgets for event operations, monitor expenses, and optimize resource utilization.
• Process Improvement: Continuously evaluate and improve event planning and execution processes for increased efficiency.
• Client Relationship Management: Build and maintain strong relationship with clients, understanding their needs and ensuring expectations are met.
• Health and Safety: Enforce health and safety protocols to ensure a secure environment for event participants and staff.

CORE DUTIES AND RESPONSIBILITIES

• Event Planning: Oversee the planning, coordination, and execution of events held at the facility.
• Team Leadership: Lead and manage a team of event coordinators, operations staff, and support personnel.
• Post-Event Evaluation: Conduct post-event evaluations to identify areas for improvement and implement corrective actions.
• Safety Compliance: Ensure compliance with safety regulations and emergency response procedures.
• Client Satisfaction: Act as the main point of contact for clients during event planning and execution, ensuring client satisfaction.
• Resource Management: Optimize resource allocation and scheduling for event setup, execution, and teardown
• Problem Solving: Apply creative problem-solving skills to adapt to changing event requirements and resolve issues.
• Communication: Effectively communicate with internal teams, clients, and external partners to coordinate event logistics.
• Financial Management: Collaborate with the Finance department to manage event budgets and control cost.
• Continuous Improvement: identify operational bottlenecks and implement solutions to enhance workflow and efficiency.
• Client Retention: Foster long-term client relationships by understanding their needs and delivering exceptional service.

KEY PERFORMANCE INDEX

Operational Efficiency:

• Achievement of Operational goals and targets.
• Percentage increase in operational efficiency compared to previous periods
• Timely execution of events without disruptions

Resources Utilization:

• Resource allocation efficiency and optimization.
• Cost management and adherence to allocated budgets.
• Reduction in wastage of resources.

Client Satisfaction:

• Client feedback and satisfaction ratings.
• Number of repeat clients and referrals.
• Successful execution of events meeting or exceeding client expectations

Team Performance:

• Team productivity and achievement of set objectives.
• Employee engagement and morale within the operations team
• Professional development initiatives undertaken for team members.

Event Success

• Successful execution of event within specified timeframes.
• Percentage of events executed without major issues or incidents
• Event evaluation results showing positive attendee feedback.

Safety Compliance

• Adherence to safety protocols and regulations.
• Number of safety incidents and their severity
• Successful implementation of emergency response plans

Process Improvement:

• Identification and implementation of process improvements
• Percentage increase in operational efficiency due to process enhancements.
• Employee engagement in suggesting and implementing improvements

Client Retention:

• Percentage of retained clients over a specified period
• Feedback from clients indicating intention to use services again.

Financial Performance:

• Budget variance analysis for event operations
• Percentage increase in revenue generated from events.
• Cost savings achieved through efficient resource management.

Vendor and Supplier Management:

• Vendor performance evaluation and feedback
• Timely delivery and quality of services/products provided by vendors
• Negotiation of favorable terms and conditions vendors

REQUIREMENTS

• Bachelor’s degree in Event Management, Hospitality, Business Administration, or a related field
• Proven experience in event operations management, with a minimum of 3-4 years in a leadership role.
• Strong organizational and multitasking skills, with attention to detail.
• Excellent communication, negotiation, and interpersonal relationship skills.
• Proficiency in MS Office utilization, customer relationship management software and relevant tools.
• Ability to lead and motivate a diverse team to achieve operational excellence.
• Creative problem-solving skills and the ability to adapt to changing event requirements.
• Demonstrated experience in successfully executing a wide range of events.