Operations & Logistics Executive
Contract Role Nov 24 – Feb 25
The Operations & Logistics Executive will support with the end-to-end planning, execution, and evaluation of Oracle CloudWorld in [Dubai], ensuring smooth operational and logistical delivery. Reporting to the Operations & Logistics Manager, this role will support in on-site logistics, coordinate vendor services, F&B, registration, signage, and health & safety, while ensuring seamless execution.
This hands-on role requires strong organizational skills, a talent for problem-solving, and the ability to manage multiple project tasks under tight deadlines.
Reporting To:
Operations & Logistics Manager Direct Reports:
None Responsibilities: Event Operations & Logistical Planning
Support the development of operational plans in alignment with the overall event strategy. Manage event timelines, logistics, budgets, and event infrastructure (setup, execution, breakdown). Collaborate with internal teams and external vendors to meet all event requirements.
On-site Event Management
Support on-site operations, ensuring efficient execution of key aspects. Manage staff and vendors, ensuring timely load-ins, real-time issue resolution, and smooth breakdown post-event. Coordinate security, safety, and crowd management protocols, working closely with Oracle security teams and venue staff.
Vendor Management
Collect quotations and contracts and manage relationships with vendors. Coordinate procurement, shipping, and storage of event materials, including merchandise and branded assets. Ensure vendor compliance with operational standards, budget constraints, and event timelines.
F&B Management
Develop and manage a scalable F&B plan to accommodate attendee and staff meal needs, adhering to budget, dietary, and logistical requirements. Serve as the on-site liaison for all F&B vendors, ensuring meal service execution aligns with the event agenda and attendee expectations.
Signage & Wayfinding
Oversee the setup and teardown of all event signage, ensuring consistency in branding and navigation.
Health & Safety, Security, and Risk Management
Create & share health and safety plans in accordance with local regulations and Oracle policies. Collaborate with Oracle security teams to establish a comprehensive security plan, including access control and emergency protocols. Proactively identify operational risks and implement contingency measures for potential logistical disruptions.
Budget & Financial Management
Assist with the event operations budget, ensuring all expenditures align with financial constraints. Identify and implement cost-saving measures, and provide financial reporting post-event, including final invoicing and budget reconciliation.
Post-Event Evaluation & Reporting
Support with the post-event evaluation process, collecting insights from vendors, team members, and stakeholders.
Key Qualifications: Experience:
3+ years of experience in event logistics and operations management, with a focus on large-scale corporate or technology events. Proven experience working in multi-layered and complex event experiences from strategy to execution. Experience working within the B2B technology sector is preferred.
Skills:
Strong project management, organizational, and time management skills, with the ability to juggle multiple tasks and meet tight deadlines. Excellent negotiation and vendor management skills, with experience managing budgets, contracts, and financial reporting. Exceptional communication and interpersonal skills for client and stakeholder collaboration. Problem-solving abilities and attention to detail, ensuring smooth execution despite last-minute changes.
Education:
Proficiency in event management software, project management tools, and Microsoft Office Suite.
Additional Requirements: Flexibility to work evenings and weekends during peak event times. Willingness to travel and work on-site as required. Familiarity with Dubai venues and event logistics networks is a plus. This role offers an exciting opportunity to be a key player in delivering a world-class event, working with a collaborative team to ensure smooth and efficient execution of the event. This job description serves as a general overview of the role and its responsibilities and expectations may vary from time to time.
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Operations & Logistics Manager Direct Reports:
None Responsibilities: Event Operations & Logistical Planning
Support the development of operational plans in alignment with the overall event strategy. Manage event timelines, logistics, budgets, and event infrastructure (setup, execution, breakdown). Collaborate with internal teams and external vendors to meet all event requirements.
On-site Event Management
Support on-site operations, ensuring efficient execution of key aspects. Manage staff and vendors, ensuring timely load-ins, real-time issue resolution, and smooth breakdown post-event. Coordinate security, safety, and crowd management protocols, working closely with Oracle security teams and venue staff.
Vendor Management
Collect quotations and contracts and manage relationships with vendors. Coordinate procurement, shipping, and storage of event materials, including merchandise and branded assets. Ensure vendor compliance with operational standards, budget constraints, and event timelines.
F&B Management
Develop and manage a scalable F&B plan to accommodate attendee and staff meal needs, adhering to budget, dietary, and logistical requirements. Serve as the on-site liaison for all F&B vendors, ensuring meal service execution aligns with the event agenda and attendee expectations.
Signage & Wayfinding
Oversee the setup and teardown of all event signage, ensuring consistency in branding and navigation.
Health & Safety, Security, and Risk Management
Create & share health and safety plans in accordance with local regulations and Oracle policies. Collaborate with Oracle security teams to establish a comprehensive security plan, including access control and emergency protocols. Proactively identify operational risks and implement contingency measures for potential logistical disruptions.
Budget & Financial Management
Assist with the event operations budget, ensuring all expenditures align with financial constraints. Identify and implement cost-saving measures, and provide financial reporting post-event, including final invoicing and budget reconciliation.
Post-Event Evaluation & Reporting
Support with the post-event evaluation process, collecting insights from vendors, team members, and stakeholders.
Key Qualifications: Experience:
3+ years of experience in event logistics and operations management, with a focus on large-scale corporate or technology events. Proven experience working in multi-layered and complex event experiences from strategy to execution. Experience working within the B2B technology sector is preferred.
Skills:
Strong project management, organizational, and time management skills, with the ability to juggle multiple tasks and meet tight deadlines. Excellent negotiation and vendor management skills, with experience managing budgets, contracts, and financial reporting. Exceptional communication and interpersonal skills for client and stakeholder collaboration. Problem-solving abilities and attention to detail, ensuring smooth execution despite last-minute changes.
Education:
Proficiency in event management software, project management tools, and Microsoft Office Suite.
Additional Requirements: Flexibility to work evenings and weekends during peak event times. Willingness to travel and work on-site as required. Familiarity with Dubai venues and event logistics networks is a plus. This role offers an exciting opportunity to be a key player in delivering a world-class event, working with a collaborative team to ensure smooth and efficient execution of the event. This job description serves as a general overview of the role and its responsibilities and expectations may vary from time to time.
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