Operations Coordinator

Company: 360 Destination Group
Location: Hialeah
Posted on: January 12, 2022

Job Description:

At 360 Destination Group, we take a stuffy corporate meeting and make it feel like the only event in town. Not only do we personally handle all logistics and organization, but we also seamlessly blend that with carefully thought-out event concepts that engage your clients and employees. A modern art affair, a carnival-themed seminar, a Latin nightclub reception - we've done them all. Because we don't just create programs; we create experiences. At 360 Destination Group, "Built Around You" isn't just a tagline. It's our DNA. PASSIONATE. PROGRESSIVE. PERSONALIZED. Some might call it a 'mantra' but these are the traits woven into our culture, exemplified by our team and mirrored in client engagement. - -The ideal candidate -will have a passion for Destination Management and take a clients event concept and make it a reality. -While book smarts are helpful, common sense and the ability to think on your feet is a must when working with our customers. We're not selling widgets here...we're selling relationships and creating solutions that generate memorable experiences! -ESSENTIAL DUTIES AND RESPONSIBILITIES: - - - - - - - - -Coordinate with Operations Manager and/or Contract Operations Manager and assist with: - - - - - - - - -Producing, with Operations Manager, production schedules detailing each day of the program and the 360DG inclusions, to be shared with client and hotel CSM. - - - - - - - - -Participate in turnover meetings, whenever possible, to ensure accurate transfer of program details from Sales to Operations; always participate in turnovers for Contract Operations Manager programs. - - - - - - - - -Adjusting staff assignments within the program grid. - - - - - - - - -Ordering supplies/products as specified for any given program. - - - - - - - - -Producing signage, communication cards, menus, manifests, activity sign-ups, etc. - - - - - - - - -Gathering post-program expenses/outstanding invoices for review and approval. - - - - - - - - -Producing trip sheet master shells. - - - - - - - - -Building program financials page from program financial spreadsheet. - - - - - - - - -Maintaining vendor invoices and contracts. - - - - - - - - -Assisting with vendor check requisitions. - - - - - - - - -Preparing and managing arrival and departure manifests. - - - - - - - - -Maintain necessary supplies in the office for Operations team (gaff tape, rope ties, glue dots, etc.). - - - - - - - - -Distribute, collect and process new hire paperwork with HR. - - - - - - - - -Maintain uniform inventories for offices, including name badges, shirts, clipboards as needed. - - - - - - - - -Assist with PNL auditing. - - - - - - - - -Assist with payroll approval (Contract Operations programs). - - - - - - - - -Operate assigned programs and FAMs valued under $10,000. - - - - - - - - -Coordinate return shipment or delivery of program rental items to suppliers or to attendees. - - - - - - - - -Set up new vendors in the CRM. - - - - - - - - -Send and receive all required legal and insurance documents. - - - - - - - - -Ensure all vendors are up-to-date in the CRM by requesting and uploading current certificates of insurance (COI).
QUALITY OF WORK RESPONSIBILITIES: - - - - - - - - -Each employee at 360DG is expected to carry out all Quality of Work Responsibilities: to work as a productive team member, take initiative, act creatively, operate flexibly, and do everything with honesty, integrity, and with a focus on client satisfaction. - - - - - - - - -Work well in a fast-paced team environment, be willing to help others, work overtime when required, and deliver quality service to our clients. - - - - - - - - -Act in a self-starting way, make good independent decisions, and take steps to complete work within time parameters. - - - - - - - - -Generate new and innovative ways to improve 360DG products and services. - - - - - - - - - -Recognize essential elements of a challenge and develop creative solutions. - - - - - - - - -Respond quickly to changing circumstances, anticipate new developments where possible, and be receptive to new ideas and methods. - - - - - - - - -Act in a forthright way. Give and accept feedback constructively. - - - - - - - - -Recognize and consider the client's expectations and needs, be willing to "do what it takes" to fulfill those needs. - - - - - - - - -Any other duties as assigned. -JOB SCOPE This job has recurring work situations involving moderate degrees of discretion. -The need for accuracy and effective utilization of accepted policies and procedures is high. -Errors in judgment and execution will waste time and resources, adversely impacting unit performance. -Employees operate independently but work is verified by supervision. -COMPETENCIES/SPECIFIC EXPERIENCE OR TRAINING PREFERRED:To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. -Education and Experience: - - - - - - - - -Associate's degree or equivalent experience, with a minimum of two years work experience preferably in hospitality. -Knowledge, Skills and Abilities: - - - - - - - - -Exceptionally well-organized. - - - - - - - - -Strong sense of urgency to ensure timely completion of multiple evolving events. - - - - - - - - -Advanced skills in Microsoft Word, Excel, and PowerPoint. - - - - - - - - -Excellent verbal and written communications skills. -Equipment and Applications: - - - - - - - - -Computer, phone, copiers, smart phones, tablets, and other standard office equipment.
JOB CONDITIONS:The specific vision abilities required by this job include close vision, distance vision, color vision, depth perception, and ability to adjust focus. The noise level in the work environment is usually low. The physical demands described below are representative of those that must be met by an associate to successfully perform the essential functions of this job. -Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. -While performing the duties of this job, the associate is: - - - - - - - - - -Frequently required to perform administrative and professional work using writing tools and electronic media. - - - - - - - - -Required to be ambulatory to move around freely between buildings and between levels within buildings. - - - - - - - - -Occasionally lift and/or move up to 30 pounds. - - - - - - - - -Occasionally exposed to fumes or airborne particles and toxic or caustic chemicals associated with office work. -

Keywords: 360 Destination Group, Hialeah , Operations Coordinator, Other , Hialeah, Florida