Event Operations Coordinator at Informa

Chicago, Illinois, United States -

Full Time

Start Date

Immediate

Expiry Date

13 Apr, 26

Salary

55000.0

Posted On

13 Jan, 26

Experience

0 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Customer Service, Event Management, Communication Skills, Organizational Skills, Problem-Solving, Data Management, Teamwork, Analytical Skills, Time Management, Attention to Detail, Basic Trade Show Knowledge, Computer Proficiency, Interpersonal Skills, Confidentiality, Restaurant Industry Knowledge

Industry

Information Services

Description

Company Description We’re part of Informa, a global business with a network of trusted brands in specialist markets across more than 30 countries, and a member of the FTSE 100. Our purpose is to connect our customers to information and people that help them know more, do more and be more. No other company in the world helps more people share professional knowledge or make business connections. We run around 800 events each year, create digital platforms based on engaging news and information content, and operate professional development programmes for individuals and businesses. Job Description This role is based in our 300 South Riverside Plaza, Chicago office The Event Operations Coordinator will be responsible for the management of all exhibitors for the National Restaurant Association Show, which is the largest annual gathering of foodservice professionals in the Western Hemisphere. The Coordinator will be an integral part of our Show Planning Team and ideally be detail-oriented, excel at multi-tasking, provide excellent customer service, and be a quick learner of computer-based programs. This individual should demonstrate a commitment to accuracy and thrive in a team environment. Event Preparation & Execution: Manages all updates, changes, and configurations to the exhibitor floor plan and participates in the floor plan review. Requests updated utility port floor plans from Freeman. Confirms they correctly match our floorplan and submits for updating in Booth 101 and FAQs on website. Sends Freeman monthly exhibitor lists. Tracks exhibitor priority points, including the history of the National Restaurant Association Show, and organizes exhibitor space selection criteria Assists with the production and maintenance of onsite exhibitor planning information Coordinates onsite exhibitor space selection communications Correlates invitations and database management for specialty booth programs including colleges, shares, NASDA, POP, Travels to the National Restaurant Association Show as a vital onsite team member to assist with logistics and exhibitor support. Exhibitor Support: Responds to exhibitor inquiries via phone and email while providing positive customer experiences to the exhibitors and internal customers. Acts as first contact for sales exhibitor related questions. Assists with office hours, call campaigns and webinars for exhibitor education as needed. Handles E354 and FHC confirmations and questions. Manages out of date signature follow-up Processes exhibitor payments by generating and dispersing invoices/statements and assisting with collections when applicable Follows up on over payments, either push to apply to package/sponsorship or refund. Remaining over payments at close of Show are transferred to new Show or refunded if not renewed. Manages and serves as the primary administrator of the exhibitor database. This includes being the lead for MYS Zendesk tickets, running the weekly meeting, and keeping MYS personnel on time with goal of 2-week turnaround time for tickets. Manages Exhibitor Dashboard setup and updates, including Service Kit tiles and forms. Works with Registration Manager to review and prepare exhibitor badge registration, list rental, and lead retrieval. Creates and sends exhibitor confirmation documents Takes ownership of the Service Kit. This will include updating dates, links, and colors as well as reading through the entire kit (PDFs, website, FOL, etc.) asking questions on items they don’t know as well as making suggestions and recommendations on items that they feel needs clarification to exhibitors, especially for first-time exhibitors. Coordinates with Marketing to update website for service kit launch for publishing. Manages Alcohol exhibitor review, approval, and all communications. Acts as liaison with Savor for approved alcohol exhibitors and sampling and F&B sampling exhibitors. Works with the Exhibitor Services team members to learn OSSS and MYS new show processes. Helps check items for errors and takes on tasks as possible. Departmental Support: Quality checks of application/account information, reports, custom fields and details, planner messages and usage, past due report for balance transfers, plumbing access Tracks and processes exhibit cancellations, approvals and website link applications while organizing data trends to provide information/feedback to the sales team Supplies GDPR no lists for Marketing dept. request emails Processes specialty requests for Restaurant Show (i.e. F&B sampling forms, export interest, etc.) Be a productive member of the Exhibitions team, working to accomplish departmental and team goals Support internal team members and departments following the mission and values while promoting Informa Connect culture. Assists department managers with special projects as needed including KI. Enthusiastically take on additional relevant tasks to ensure the success of the National Restaurant Association Show Qualifications Essential Training/Certifications: 1-3 years of experience in customer service, events, hospitality or a trade show environment preferred or relevant internship experience Essential Skills/Knowledge: Strong writing, reading, and math skills Strong verbal and written communication skills Computer proficiency (Excellent knowledge of Excel, Word, Outlook, and PowerPoint applications) Ability to learn other computer software programs and enter and maintain accurate data/information Basic trade show knowledge Basic knowledge of office equipment such as scanner and telephone Ability to maintain the confidentiality of work records Strong organizational and time management skills Creative problem-solving skills Strong interpersonal skills Ability to work as part of the Exhibitions Team and to work independently Strong analytical and critical thinking skills General understanding of the restaurant industry/business environment Additional Information We believe that great things happen when people connect face-to-face. That's why we work in-person with each other, or with customers and partners, three days a week or more. When you’re not spending time together in one of our offices or other workplaces – like at an Informa event – you get the flexibility and support to work from home or remotely. We work hard to make sure Life at Informa is rewarding, supportive and enjoyable for everyone. Here’s some of what you can expect when you join us. But don’t just take our word for it – see what our colleagues have to say at LifeAt.Informa.com Our benefits include: Great community: a welcoming culture with in-person and online social events, our fantastic Walk the World charity day and active colleague groups and networks promoting a positive, supportive, and collaborative work environment Broader impact: take up to four days per year to volunteer, with charity match funding available too Career opportunity: the opportunity to develop your career with bespoke training and learning, mentoring platforms and on-demand access to thousands of courses on LinkedIn Learning. When it’s time for the next step, we encourage and support internal job moves Time out: 15 days PTO rising to 20 after three years and 25 after six years, plus 10 national holidays, a birthday leave day and the chance to work from (almost!) anywhere for up to four weeks a year Competitive benefits, including a 401k match, health, vision and dental insurance, parental leave and an ESPP offering company shares at a minimum 15% discount Strong wellbeing support through EAP assistance, mental health first aiders, free access to a wellness app and more Recognition for great work, with global awards and kudos programs As an international company, the chance to collaborate with teams around the world The salary range for this role is $50,000 - $55,000 based on experience. This posting will automatically expire on February 7th 2026 We’re not solely focused on a checklist of skills. We champion energy and ambition and look for colleagues who will roll their sleeves up, join in and help make things happen. If it sounds like a match and you have most – although not all – of the skills and experience listed, we welcome your application. If you would like to request reasonable adjustments or accommodations to assist your participation in the hiring process and, or in the advertised position, please inform the appropriate Talent Acquisition Partner for the role once they have been in touch. Your request will be reviewed and considered in confidence. At Informa, you'll find inclusive experiences and environments where all perspectives and backgrounds are welcomed. As part of this approach and our diversity and inclusion commitments, we are also formally an Equal Opportunities Employer. This means we base decisions on relevant qualifications and merit and do not discriminate on the basis of key characteristics and statuses, including all of those protected by law. Ask us or see our website for full information. See how Informa handles your personal data when you apply for a job here.

Responsibilities

The Event Operations Coordinator will manage all exhibitors for the National Restaurant Association Show and support the Show Planning Team. Responsibilities include managing exhibitor inquiries, coordinating logistics, and ensuring a positive experience for exhibitors.