Operations Coordinator

We’re seeking an Operations Coordinator, Executive Briefing Center for a contract position with our multi-cloud enterprise analytics client headquartered in sunny San Diego, CA.

Role overview:

• Start: Immediate
• Duration: through end of the year (12/31/2023)
• Location: Onsite in San Diego, CA. — Must be willing to work in our San Diego office up to five days per week
• Anticipated Compensation: $27 – $34/hr W2 plus benefits. The offered compensation to a successful candidate will be dependent on several factors that may include (but are not limited to) the type and length of experience within the industry, education, etc.

About the Role:

The Briefing/Operations Coordinator will be working with a highly visible global program responsible for orchestrating successful customer and partner engagements.

S/he is responsible for ensuring the San Diego office is prepared for hosting successful briefings by working with other team members, Security, IT, Corporate Real Estate and Dining Services.

This role requires strong cross-group collaboration between various stakeholder groups, an understanding of our client’s field sales organization, as well as serving as the face of the company to customers visiting our headquarters location.

The ideal candidate is independent, requires minimal supervision, knows when to ask for help, and consistently delivers on commitments.

Requirements:

• Bachelor’s Degree (B.S./B.A.) required
• 2+ years in Sales, Marketing or Hospitality is preferred
• Prior IT/High Tech industry experience preferred
• Experience with AV technology and troubleshooting
• Strong mastery of Microsoft Office Product Suite (Outlook, Word, PowerPoint, Excel, SharePoint, Teams)
• A positive, professional demeanor with a Growth Mindset
• Keen attention to detail
• Ability to proactively offer solutions, especially when identifying problems (which is encouraged)
• Ability to take abstract details and organize them down to simple parts
• Ability to stay cool under the stress of last-minute changes (flexible & adaptable)
• Know what it means to build a personal and team brand – and protect it
• Strong communication, organizational and time management skills required

Role Responsibilities:

• Maintain a professional and inviting environment in the Executive Briefing Center (EBC)
• Manage all the logistics and hospitality aspects of the guest experience in the EBC
• Provide general administrative support of Briefing Program team and visiting customers
• Act as the greeter for all visiting guests to the EBC, while being positioned at the EBC Welcome Desk, and ensure a positive first impression of Client and the EBC
• Provide general support and initial troubleshooting for customers with questions or issues during briefings
• Provide concierge-style service to all customers; meet and greet customers as they arrive at reception and escort them to the EBC and to their briefing room (in-person or virtual)
• Provide logistical/concierge support for customers and account teams if needed including dining, transportation, lodging, entertainment
• Assist with any ad hoc customer or account team requests (local restaurants, hotels, theaters, events, etc.)
• Organize internal meetings and non-briefing events that take place in the Briefing Center
• Manage pre-engagement arrangements prior to the start of the briefing, which includes the cleaning and setup (meeting logistics – agenda, feedback forms, name tents, badges, A/V setup, pad/pen, etc.)
• Maintain and update the EBC Calendar, including schedule all engagements and events in coordination with Briefing Program Manager/Director and Briefing Consultant
• Coordinate the ordering of catering for all engagements including the setup/breakdown and cleanup
• Coordinate with Account Teams and Caterers to ensure all unique dietary/cultural needs are met with substantive options that makes their culinary experience on par with other guests
• Manage all catering procurement details (coordination for delivery, collection of receipts, and recording billing information)
• Collect any necessary information for customer engagements with account team (time, date, catering, hotels, special requests, etc.)
• Handle the distribution and collection of briefing feedback forms, including entering feedback data into the briefing management system and providing results to the account team
• Personalize customer collaterals and welcome screens
• Prepare all customer and account team name badges
• Maintain inventory of marketing collateral
• Handle updating all video displays that list customer engagements and events
• Help manage vendor relationships with catering, hotels, transportation, gifts
• Refresh coffee in briefing rooms as needed
• Prepare recurring and routine internal reports as well as disseminate monthly summaries to key stakeholders
• Maintain inventory of all supplies and customer giveaways
• Participate in regular meetings with Director to discuss upcoming engagements
• Serve as point of contact for security, facilities, A/V, etc.
• Maintain the briefing schedule and share it daily with security and lobby receptionist
• Maintain the Briefing Center Handbook to ensure it is updated by the appropriate stakeholders and to ensure consistency with other EBCs
• Handle all general administrative duties at the front desk of the EBC when guests are in the center
• Assist with other needs as it pertains to the EBC and supporting each EBC Consultant in curating a memorable guest experience

Soft Skills:

• Experience in client service, hospitality, meeting/events, conference center, or a related field
• Professional demeanor and appearance
• Exceptional people skills
• Excellent oral & written communication skills
• Ability to resolve conflicts in a professional manner without letting emotions get the best of you
• Aptitude to multi-task in a fast pace environment
• Expert organizational skills
• Understands the importance of diplomacy
• Works well under pressure
• Self-motivator and eager to learn and take on more responsibility
• Expert time management skills
• Ability to maintain and grow strong working relationships with others
• Works well in a team setting

The Carrera Agency