Operations Coordinator, Arts & Entertainment

Position: Operations Coordinator, Arts & Entertainment (Fixed-term Contract)
Location: Greater London

MARI is a global events and experiences company with a portfolio of premium live properties across sports, art, and entertainment. These include the Madrid and Miami Open tennis tournaments and Frieze, a leading voice in contemporary art, as well as Barrett-Jackson, the Premium U.S. Collector Car Auction Company. MARI delivers unforgettable live experiences that connect people, inspire audiences, and shape culture.
** Operations Coordinator, Arts & Entertainment (Fixed-term Contract)
** To assist with the operational management and administration Taste of London & Windsor Great Park Illuminated (FTC until End of Jan 2027)
** Key Responsibilities and Accountabilities
**** Taste of London & Windsor Great Park Illuminated
*** Provide administrative support, including taking, updating, and distributing meeting minutes/ processing invoices, ordering ancillary items.
* Support the team in producing and updating build schedules, risk assessments, and event safety management plans.
* Assist the Operations Manager and Event Team in delivering the overall look and feel of the event, including signage, dressing, and feature design.
* Ensure compliance with corporate financial procedures when setting up vendors and processing invoices.
* Support in the preparation of clear, comprehensive legal agreements.
* Produce and update key operational documentation, including information packs, staff briefings, and handbooks.
* Coordinate with the Exhibitor Management team (ToL) and Food Traders ( WGPI) to ensure all health & safety, food hygiene, and mandatory documentation is submitted and approved pre-event.
* Take minutes for key safety meetings and post-event debriefs.
* Set up and help manage the event accreditation system
* Support and help implement sustainable policies and practices wherever possible.
** Taste of London
*** Create, maintain, and distribute the Event Exhibitor/Trader Manual for
* Taste of London*.
* Negotiate, appoint, contract, and manage ancillary contractors, including onsite oversight.
* Liaise with Sales and Sponsorship teams to ensure exhibitor list is accurate, current, and shared with relevant contractors
* Manage the Organisers’ Office onsite, responding to exhibitor and contractor queries efficiently and professionally.
* Oversee compliance with IMG policies, event policies, and contractual obligations, including premises license and venue agreements.
* Support the Operations Manager with power, security, stewarding, and wider staffing schedules.
* Manage the exhibitor orders including producing invoices and ensuring payments are received prior to the event.
* Provide administrative support to the Operations and Event Management teams, including booking travel, accommodation, and catering.
* Manage the Organiser/Production Office in support of the onsite team.
** Windsor Great Park Illuminated
*** Support the team with event setup, live delivery, and breakdown.
* Working with the Event Manager to find and book accommodation
* Manage end-to-end invoice processing, ensuring accuracy, compliance, and adherence to payment deadlines.
* Working with the team to co-ordinate contract completion processes across internal teams and contractors.
* Oversee stock, materials, and equipment inventory, including signage management.

Unusual Challenges or Circumstances   e.g. shift(s)/ unsocial hours/ travel etc
* Regular evening and weekend work, especially over the event period
* Travel for meetings
* Event hours are long and hard work but rewarding and done as part of the team

Key Results Areas
* Ensuring suppliers are appointed and managed effectively and that all costs are kept within budget.
* Ensuring invoices are signed off in good time and the budget is updated accurately.
* Ensuring contractor and exhibitor/trader paperwork is collated and reviewed in good time for the event.
* Ensuring all exhibitor/trader queries are responded to within 48 hours by the Exhibitor/Trader Manager Team.
* Ensuring all event paperwork is updated and submitted to relevant authorities in good time in conjunction with the Operations Manager.
* Finding ways to improve pre-existing operational systems or improving the existing festival offering
** PERSON SPECIFICATION
** Knowledge and Experience
** Mandatory
* ** Experience of working in a customer focussed environment
* Experience of working with brands, traders and contractors
* Administrative experience and skills
** Desirable
* ** Experience of budget management and commercial awareness
* Experience of working with food brands, food experiences and/ or food events
* Experience of managing contractors
* Experience of working in events and festivals
* Understanding of event operational delivery

Skills & Abilities (Personal and Professional)
** Mandatory
* ** IT Skills (Microsoft Packages) Excel, Word and Power Point
* Excellent time management and organisational skills
* Meticulous attention to detail
* Solutions focused
* Flexible and adaptable team player
* Remains calm under pressure
* Motivated and outgoing hands-on approach
*…