Head of Operations

7 months ago

Cape Town, South Africa dmg events Full time

**About us - dmg events**

dmg events is an international exhibitions and publishing company. We attract more than 425,000 visitors to our global portfolio of 80 exhibitions each year. Through our global events, our aim is simple. We want to accelerate business through face-to-face events, which is why we work so hard to bring people together, creating opportunities for them to network, learn and do business. dmg events is part of the Daily Mail Group Trust (DMGT). DMGT Manages a diverse, multinational portfolio of companies with total revenues of £2bn, that provide businesses and consumers with compelling information, analysis, insight, events, news and entertainment.

**Role summary and purpose**:

- The Head of Operations / Events Manager will hold overall responsibility and manage the complete operations and logistics function for the planning and delivery of all the South African office events.
- They will implement new tools, technologies and techniques to ensure that we deliver world-class large-scale events.
- They will lead and manage a small team but also be directly hands-on in this role supporting the project team.
- They will recruit, train and lead operations-related team members (freelance, or fulltime) and allocate required resources to projects.
- They will work strategically with the Vice President and Portfolio Directors to implement best practices and ensure that we maintain excellent relationships with suppliers and venues taking on responsibility to ensure that we negotiate best possible pricing.

**JOB SPEC/DESCRIPTION**

**Processes**
- Audit and if necessary, re-design and implement operations templates and processes for the Operations team to manage the function.
- Engage with the Operations team from HQ and implement best practices appropriately for the South African team.

**Leadership and management**
- Train, coach, and mentor direct reports / operations team members ensuring that HR practices are adhered to. Maintain a happy and productive team.
- Ensure that the project teams are satisfied with operations service levels and implement corrective actions as required.
- Manage any HR related processes surrounding performance, praise or administration.

**Event management**

Ensure the operations team works closely with the PDs to ensure that events are appropriately coordinated across functions.
- Set up weekly product and project update meetings and ensure that a member of the team is taking and sharing notes regularly.
- Ensure that there is a clear distinction between roles and responsibilities (especially where there are grey areas in terms of R&R areas like signage, branding, registration etc.).
- Ensure that there is a pre-event briefing set-up with a team and an onsite guide / manual drafted and shared.
- Work with the PD, Marketing Lead, Production and Sales Lead to appropriately resource the functions across function.
- Ensure that all suppliers are briefed pre-event, onsite and that a debrief is conducted post event.
- Work with the content and production teams to implement and fulfill content features appropriately also ensuring protocol requirements are addressed, briefed, and fulfilled appropriately.
- Develop move-in and out plans and processes pre-event.
- Work with PD to finalize the first close by prescribed deadlines and ensure that all costs are appropriately administered and accounted for.

**Group deals**
- Work with travel agents, airlines, and car rental companies to negotiate group deals and benefits for the South African team and for our attendees, exhibitors and speakers attending events. Ensure that we enjoy benefits as organizers (commission or complementary services).

**Barters and trade-outs, experience items**
- Identify with each PD where barters can be negotiated and ensure the operations team delivers on these targets and milestones. Follow the appropriate finance and administration processes surrounding barters.
- Work with the operations, marketing, and production teams to identify experiential opportunities for attendees (technology play-zones, F&B, massages) - bring in temp resources to drive, negotiate with providers, develop and then fulfill these.

**Supplier relationship management**
- Negotiate and manage cordial and professional relationships with key suppliers (venues, AV, stand builders, contractors etc.).
- Ensure that documentation and payments are submitted timeously. Work with the finance team on payment deadlines and ensure appropriate procurement processes are followed.
- Set-up a supplier database for future engagements.

**Budget management**
- Manage and keep on top of budgets and recommend cost savings opportunities to the Portfolio Directors.
- Advise functional teams on best practices in executing elements onsite (signage, branding etc.)
- Report to projects teams on status of projects.
- Ensure that operations aspects of budget trackers are kept up to date and are accurate.

**Health and safety**
- Manage any license a

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