Jobs, fresher vacancy - Operations Executive, VIP Services • UK

Company: Informa Festivals

UK

Job DescriptionThis role is based in our 5 Howick Place office.We are seeking a meticulous, data driven Operations Executive to join our team across VIP Services managing logistics, transfers, VIP gifting, pass distribution, supplier contracting and budgets. This role requires attention to detail with responsibility for flight operations (up to 1800 transfers). Verification of flight information for clients, ensuring the accurate coordination of transportation services to and from the airport. Working closely with the Senior Manager, the Operations Executive will also support contracting processes and oversee operational budgets, ensuring services are delivered on time, within scope, and on budget. This role is ideal for someone who thrives in client-facing environments and enjoys working with data to ensure smooth operations. If you have a passion for event ops, excellent attention to detail, and a commitment to providing outstanding service, we’d love to have you join our team!What you'll doFlight Operations & TransfersLead end to end VIP flight operations, consolidating flight data into constantly updated reports. Communicate directly with clients to gather necessary flight data in a timely manner, ensuring no disruptions to transportation services.Confirm flight details with clients before their travel date and track any changes or cancellations to ensure the accuracy of transportation arrangements.Coordinate with transfer suppliers to deliver up to 1800 transfers, resolving any last minute flight changes and providing daily transfer and flight updates to internal teams and suppliers. Flight Data Cleanup & ValidationReview flight data for accuracy and completeness, ensuring all essential information (dates, times, flight numbers, etc.) is correct and formatted consistently.Identify and resolve discrepancies or missing information, working with clients to clarify and correct any issues.Update internal systems with the latest flight information and ensure it aligns with transportation schedules.Platinum Gifting ManagementManage full end to end gifting for Platinum delegates Partner with suppliers and internal teams to design, produce and distribute Platinum delegate swagEnsure swag is on-brand, within budget and delivered on timePass DistributionWork with Platinum and Groups team to ensure passes are pre-printed on time and are allocated and delivered to contacts requesting passes outside of their transfer services Track distribution and resolve any discrepancies quickly and efficiently Contract & ProcurementSupport the contracting process for transfers, Platinum gifting, student tours and other operational services Manage tender processes, liaising with suppliers and negotiating value driven agreements. Ensure all contracts are compliant and tracked to delivery standards Budget & ReportingPartner with the Senior Manager to oversee operational budgets with accurate forecasting. Track spend across transfers, swag, passes and tours ensuring alignment with budgets Deliver clear, timely reporting on operational spend and supplier performance Festival Operations DeliveryProvide onsite leadership, acting as key contact for suppliers and internal teamCoordinate team objectives to ensure deadlines are met