Operations Manager

Operations Manager Salary: Dependent on experience and skills Contract type: Permanent, Full-time Location: Redhill, Surrey Reports to: Operations Director Who We Are Quartz is a leading organiser of B2B exhibitions and conferences as well as a publisher of market-leading business magazines and directories that truly support the industries they serve. Quartz Group encompasses three companies: Quartz Business Media Ltd, Quartz Business Events Ltd, and Quartz Sequoia Events. The industries that Quartz currently serves include; Aluminium, Cleaning & Hygiene, Physical Activity, Glass, Oils & Fats, Steel, Tobacco, Vaping and Sustainable Manufacturing. Our Values We are more than just a workplace; we offer a vibrant community fuelled by a “family-like” ethos. Our core values - trust, integrity, passion and teamwork – are the driving force behind everything we do, together with a relentless “can-do” attitude, an unwavering determination to succeed, and an unyielding focus on prioritising our customer’s needs. Our Offer Working at Quartz is an exceptional opportunity for ambitious and passionate individuals. Our entrepreneurial business model creates an exciting and fast-paced environment where every idea is valued. We offer a supportive atmosphere perfect for career growth, with a professional yet flexible working environment that encourages and rewards hard work and commitment. As part of our working arrangement, we offer the option to choose your preference in working hours; 8am-4pm, 8.30am-4.30pm or 9am to 5pm, to what better suits you. Not only that, but we are proud winners of the Exhibition News Awards “Employer of the Year” for 2024! Our culture is second to none, with a friendly and approachable team waiting to welcome you! To hear from our team on what makes Quartz so great, visit our website: Quartz Business Media | Our people & culture (quartzltd.com). The Role You will be a senior member of the Operations team, assisting in the organisation of professional and cost effective B2B exhibitions and conferences. You will work closely with and support the sales and marketing teams across our portfolios, ensuring seamless delivery of events whilst maintaining high levels of customer satisfaction and strict budget control. Additionally, you will have a key role in managing the day-to-day operations of the team, ensuring tasks are completed efficiently and maintaining a high standard of performance. Core Responsibilities • Event Delivery: Manage the operational delivery of a number of small-large scale events including conferences, exhibitors and gala dinners. • Budget Management: Manage event operation budgets, future planning & forecasting in line with budget expectations and report to Operations Director. • Team Leadership: Oversee and provide day-to-day management of the Operations team, ensuring tasks are allocated efficiently and deadlines are met. • Mentorship & Development: Support and mentor junior team members, providing guidance and training to enhance their professional growth. • Daily Coordination: Conduct regular check-ins and team meetings to monitor progress, resolve challenges, and maintain alignment with business goals. • Issue Resolution: Act as the first point of contact for troubleshooting operational issues day-to-day, making informed decisions to maintain smooth event execution, escalating to the Operations Director as required. • Process Improvement: Continuously review and refine operational processes to improve efficiency, quality, and team performance. • Project Management: Work across a variety of portfolios planning and managing multiple event/projects at the same time. • Stakeholder Management: Supplier sourcing, contract negotiation and management of relationships with venues and key contractors. • Contract Knowledge: Understanding the principles of venue contracts and terms and conditions terminology to ensure standards are met. • Team Collaboration: Liaise with the event teams including production, marketing, sales and finance to ensure maximum awareness of all event elements. • Technical Delivery: Production and timely communication of correct and detailed technical information for exhibitors, including producing an exhibitor manual/zone. • Sponsorship/Exhibitor Packages: Ensure delivery and fulfilment of all sponsorship and exhibitor packages as sold by the sales team; stands, branding, branded items, features etc. • Floorplan Design: Responsible for designing and managing floorplans using ExpoCAD. • Tender Process: Manage the tender process for the design, build and delivery of features. • Response Management: Responding quickly and calmly to requests from speakers, exhibitors, delegates and sponsors pre-event and onsite. The ability to remain calm in high pressure environment is important. • Health & Safety: Consideration and management of health and safety issues and decisions; compiling a health and safety file for the events including a risk assessment and construction phase plan. • Website Maintenance: Upload exhibitor information to the website and ensure websites are up to date (floorplans, manuals etc.) • Event Services: Order all necessary exhibition and conference services including but not limited to; catering, furniture, signage, AV, IT, features, staffing, freight, registration, stand fitting, carpet, electrics, and security. • Event Delivery: Working closely with the sales and marketing teams, to seamlessly deliver the event. • Travel Arrangements: To arrange travel and hotel arrangements for staff within a budget. • Communication: Maintain good levels of communication between sponsors, exhibitors and the rest of the team, keeping them up to date with all the required and updated show information. • Floorplan Knowledge: Understanding the principles of floorplan design, including venue rules and health and safety parameters. • Event Support: Actively involved on the show floor during the build-up, open days and breakdown. • Admin Support: Support with any other daily tasks as guided by Manager or Director, to ensure the functionality and coordination of the department’s activities. • Ad-hoc Duties: Undertake any other duties as requested. • Training Opportunities: Attending relevant training as required. Key Skills • Technology: Proficient in using technology and software tools to support operations, including Microsoft Office (Word, Excel, PowerPoint), AutoCAD (ExpoCAD) and CRM Systems. • Exhibitor Manual: An excellent understanding of on-line exhibitor manual software. • Collaboration: Able to work effectively as part of a team, collaborating with colleagues and external partners. • Communication: Exhibit strong communication skills – both written and verbal. • People Management: Strong leadership and team management skills, with experience in overseeing daily operations, delegating tasks effectively, and fostering a collaborative and high-performing team environment. • Stand Build Regulations: A good knowledge of stand build regulations. • Venue Rules: A strong understanding of venue rules and regulations relating to the build of exhibitions and events. • Health & Safety: Proven experience in dealing with Health and Safety standards with trade exhibition venues. • Supplier Liaison: Ability to manage suppliers to maximise their service levels and still maintain good working relationships. • Freight Forwarding Regulations: A good knowledge of freight forwarding regulations. • Floorplan Knowledge: A strong understanding and previous experience of floor plan management and optimisation. • Team Management: Ability to manage the Operations team if the Operations Director is away and ensure all other shows are running within budget and to our high standards. • Organisation: Detail oriented and able to demonstrate strong organisational skills with the ability to manage workload autonomously, work independently, and efficiently prioritise tasks. • Pressure Handling: Ability to thrive in a fast-paced environment and remain calm under pressurised situations. • Problem Solving: An excellent problem solver and the ability to think quickly and adapt to changing circumstances during events. • Overseas Travel: Willing and able to travel and work overseas 2-4 weeks per year, and as required. • Career Ambition: Desire to continuously learn and develop within the role. • Professional Standards: Professionalism and an overall positive attitude. • Flexibility: Able to accommodate extended working hours as needed around key show times. Experience • Operations Experience: Operation Senior level operations experience in organising and delivering large scale events – both exhibition and conference. • Education: Educated to degree level/qualification is a bonus, but not mandatory. • Training: IOSH training is preferred. Interested in this position? Please send your CV and a cover letter to careers@quartzltd.com. We look forward to hearing from you!