• Operations Coordinator

    Location US-IL-Hodgkins
    Posted Date 3 weeks ago(3 weeks ago)
    Job ID
    # Positions
  • Overview





    GES, Global Experience Specialists, is a global event marketing company with over 90 years and 4,000 passionate employees in North America, Europe and the Middle East. We create some of the most incredible events in the world – think traveling entertainment exhibitions, global user groups, sales conferences, holiday extravaganzas and exhibitions of all sizes. From initial strategy to show-stopping audio visual, accommodations to insightful measurement – and every detail in between – we bring brands to life!


    Our mission is to create memorable event experiences, and we count on our talented employees around the world help us do it. We are looking for team members who can dream up the impossible and deliver it.



    Job Overview:


    Provide administrative support to the Operations Department both in the office and at show site in the performance of key administrative activities with primary focus on Tradeshow Union Payroll, Safety Support, and Purchase Order entry.


    • Reviewing, organizing and submitting Union Payroll at Showsite to GES Payroll Processing Dept in Las Vegas by posted deadlines
    • Assisting Payroll Dept & Union laborer for payroll issues
    • Scanning of Small Package deliveries (UPS, Fedex, etc) at show site.
    • Timely and accurate submission of information related to the labor tracking process
    • Assists with Union New Hire Paperwork completion
    • Provide administrative support for Loss Prevention & Safety at Showsite
    • Data entry of Certificates of Insurance and communicating noncompliance to exhibitors in a timely and professional manner
    • Occasional Advanced Warehouse assistance at offsite location
    • Assisting in the Marshalling Yard checking drivers in for loading/unloading at show site
    • Entering of Bill Of Lading Information into GES System
    • Completing Show Close Files in an organized and timely manner to meet deadlines in place
    • Support other Operations Coordinators in alignment with their requirements as needed and prescribed by the Operations Support Supervisor
    • Assisting with administrative completion of Rental, Supply, & Services Purchase requisitions as requested by Operations Management
    • Running if reports and other Pre & Post show administrative needs assigned by Operations Management
    • Enter purchase requisitions to support all operational needs including rentals/services and local purchases.
    • Research and reconcile aging ORACLE documents with open balances, coordinate efforts with requisitioning party, vendors and the National Accounts Payable Department on service and rental issues.

    • Upload reports to spreadsheets as needed.

    • Maintain inventory of all office supplies, business forms and uniforms.      

    • econcile all invoices to purchase orders and update as needed.


    • Three to five (3-5) years of customer service and administrative experience, preferred
    • Knowledge of Tradeshow industry, preferred
    • Must type 50 wpm and have 10 key calculator skills
    • Must be proficient in Microsoft Office (Excel, Word & Outlook)
    • Must be able to multi-task while keeping thoroughly organized
    • Must be able to work in a fast-paced environment and meet deadlines with little supervision and prioritize accordingly
    • Must have excellent communication skills, be a team player, and self-starter with an understanding of team goals
    • Valid Driver’s License
    • Ability to work nights and weekends and possible holidays is required.
    • Must be able to work flexible schedule work hours, shifts or days worked will vary due to show schedules and adapt to short notice of schedule changes –standard non-show hours are 8am-4:30pm in office
    • Travel is required to work in out of home state venues facilities in the Midwest and potentially other parts of the US.



    • College degree or equivalent level of industry experience preferred
    • At least five years experience in the tradeshow industry
    • Prior experience with union personnel preferred

    Work Environment

    Working Conditions:

    • Frequently performs work on the tradeshow floor, in noisy and crowded areas
    • Frequently encounters uncomfortable temperatures, dust and/or other conditions
    • Requires working both alone and with others in a team atmosphere
    • Requires working with and reporting to multiple managers
    • Requires working with union and non-union employees


    Our team members are our family, so we help our team members care for their families. The rewards of joining GES are extensive. We offer a comprehensive benefits package to all full-time employees. Here are some of the highlights:

    • Competitive salaries
    • 401K with company match
    • Healthcare/vision/dental insurance
    • Wellness benefits
    • Career development program
    • Tuition reimbursement program
    • Employee assistance program
    • Vacation time
    • Community involvement opportunities
    • Team activities

    And much more……







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