VIAD

  • Sr Operations Coordinator

    Location US-WA-Renton
    Posted Date 2 weeks ago(10/31/2018 8:00 PM)
    Job ID
    2018-11160
    # Positions
    1
    Category
    Exhibitions/Events
    Company
    GES
  • Overview

     

    WE BRING THE “WOW”!

     

    ARE YOU READY TO BE A “WOW” MAKER?

     

    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.

     

    WOW! Exhibitions.Exhibits.Events

     

    General Responsibilities: 

    Support both warehouse and showsite operations department in the performance of administrative activities, freight management and logistics. Deliver the highest level of hassle-free customer service in the most efficient manner possible. Represent the Company, as appropriate, in a professional manner. Keep abreast of industry trends and events. Perform all duties with the utmost integrity avoiding any conflict of interest between GES and any other entities.

    Responsibilities

    Operations Administration

    • Provide in-house administrative support for all show site operations lines of business.
    • Support marshalling yard and show site inbound/outbound freight process.
    • Assist in answering inbound office calls and direct caller to proper parties.
    • Maintain vehicle data in the Smartsheet program and update monthly.
    • Coordinate AGS & YRC carrier bookings on quarterly basis, confirming schedule with OM.
    • Complete the quarterly and annual labor/ payroll projections.
    • Monthly billing of carrier loading allowances.
    • Small package scanners and system maintence and upkeep for showsite.
    • Serve as backup for processing union payroll when necessary.
    • Perform other duties as assigned and deemed necessary under the direction of the Operations Manager or Senior Operations Manager.

     

    Logistics

     

    • Process all GES Logistics activities, including but not limited to vendor requirements, the re-weigh of shipments, invoicing, manifesting, tracking and the Logistics Close Process.
    • Process all disposition freight in a timely manner in conjunction with freight operations.
    • Utilize the TOPS program to track shipments and manifest shipments for each show.
    • Knowledge of company policy and shipment rules for domestic and international shipments.
    • Represent and sell logistics services at showsite, to service exhibitors and increase revenue.

     

    Pre-Show

    • Enter all warehouse receivers into Core Freight and transfer for billing.
    • Process freight from the small package receiving system and transfer to Core Freight and Oracle.
    • Work with show’s OM on determining showsite crew needs.
    • Report weekly to show OM on warehouse receiving status vs. planned receiving.
    • For out-of-town business, work with local YRC team to determine receiver status, showsite delivery dates/times, outbound trucking needs for GESL and showsite contacts.
    • Produce showsite binder of pertinent information and stock freight cages with supplies for Freight Foreman and crew, for each show.
    • Schedule carriers for GES Logistics pick-ups and re-routed freight.

     Showsite

    • Provide on-site support on large events (shows with over 250k lbs of material handling) or as needed on case by case basis.
    • Daily tracking of inbound freight weight vs. planned on-site freight for the event.
    • Confirm delivery of all GES Logistics shipments with Freight Foreman and work with OM and ES Lead on any shipment delays, damages or variances.
    • Enter showsite receivers, complete show freight audit prior to ES invoicing.
    • Work with ES lead on GESL quotes, priority shipments and international shipment requests.
    • Confirm carrier needs with show OM for outbound GESL shipments and notify carrier(s) of any changes from pre-show schedule.
    • Process new hire paperwork for union members, actively gathering relevant training certifications for employees.
    • Assist OM in re-routing the show floor of freight that is not picked up by selected carriers.
    • Ability to “pro” freight when necessary and route onto proper carriers depending upon weight and shipment specifics.

    Post-Show

    • Provide final show receiving report to show OM and AM as requested.
    • Provide show OM with planned vs. actual variances of freight weight received and GESL outbound & inbound freight.
    • Work with show OM on crew changes needed for following year’s event based on actuals from current event.
    • Enter all Bills of Lading into CoreFreight within 24 hours, transferring billable items to Oracle.
    • Photocopy all BOLS and save to the show folder for reference.
    • Email all Logistics BOLS to logistics billing personnel, separated by carrier, within 24 hours.
    • Upon completion of BOL process, mail to the archivist or send off with the ES show files.
    • Work with Logistics Manager and ES department to handle any logistics disputes or delivery issues with exhibitors. 

     

    Qualifications

    • Three to five years of customer service and administrative experience, preferred.
    • Strong people skills
    • High School Diploma or equivalent
    • Knowledge of transportation industry and trade show environment, preferred
    • Must be proficient in Microsoft Office and have good knowledge of Microsoft Outlook
    • Strong organizational skills
    • Ability to work in a fast paced environment and meet deadlines with minimal supervision
    • Excellent written and verbal communication skill, team player, self-starter with an understanding of team goals.

    Work Environment

    This position will require some overtime, travel to other cities, travel to various show site locations, weekend and evening work.

     

    Benefits:

    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……

     

     

     

     

    #GLDR 

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