Operations Coordinator - San Diego, California

Operations Coordinator

We are a National Destination Management company with over 13 offices nationwide and over 250 Team Members and growing. We are the collaborators, event planners, logistics coordinators, innovators, creators, and dreamers who do what we love with a passion to please. We have over 57 industry awards as a demonstration of our commitment to excellence. Come be part of this award-winning team!

OVERVIEW OF POSITION: To assist the Director of Operations, Account Managers and Program Managers with administrative duties.

SKILLS REQUIRED: Strong Organization, Time Management, Strong Communication, Proactive, Analytical, Logistical, Excel and Word, One-on-one personal interaction, and outgoing and positive attitude.

Prior to programs being sold, the Operations Coordinator will assist with the following for the Operations Team:

• Pre-book transportation
• Pre-book field staff
• Breakout Arrival and Departure manifests for preliminary pricing
• Work on Program Recaps
• Order any necessary merchandise or supplies.        
• Order graphics RFPs for any branding.

Once a program has been sold and turned over by the Account Executive, theOperations Coordinator will assist individual AM/PMs with the following:

• Confirm vendor contracts.
• Update and breakout Arrival and Departure manifests.
• Update or Book transportation.
• Update or Order Field Staff
• Order any necessary merchandise or supplies.
• Generate Program Recap and distribute to client, hotels, and internal contacts.
• Generate Staff instructions and Staff paperwork.
• Generating maps and directions

• Submit fire permits or tent permits if needed.
• Create Creative production schedule.
• Update DMCPro costing sheets as program is operating.

CONCLUSION OF PROGRAM:

• Update DMCPro costing sheets.
• Reconcile any vendor invoices.
• Create Preliminary Invoice
• Organize file for Billing.