Event Logistics Manager

TEAM

Our logistics department is a fast-paced team who thrive on the delivery of interchangeable infrastructure throughout the calendar year. The team manage the end-to-end delivery of logistics for all live events, activities and provide onsite support during events and engage with both internal and external stakeholders to provide an efficient solution to all logistical needs and challenges.

JOB PURPOSE

The Logistics Manager is responsible for managing the strategic logistics site plan for major events and day to day business.

The postholder will work with departments and external partners to understand requirements, align, plan and project manage the design, layout and operational delivery and integration of all temporary infrastructure.

Responsible for the install and derig of the infrastructure whilst ensuing high standards of safety, delivery, customer service, budget management and stakeholder relationships.

DAILY RESPONSIBILITIES

• Proactively manage a team responsible for the storage, scheduling and distribution of furniture and equipment across the venue on a day-to-day basis, ensuring the right products are delivered to the right location at the right time.
• Ensure all equipment is maintained to a high quality, stored suitably and taken care of.
• Coordinate design information between all stakeholders including contractors and suppliers.
• Develop and maintain build and breakdown schedules including reinstatement phases. Proactively communicate, plan, coordinate & deliver all install and derig requirements for the temporary infrastructure within an agreed project plan.
• Work with all departments to ensure requirements are met.
• Manage all monthly hire equipment and Silverstone assets, keeping an up-to-date asset inventory and maintenance log, reporting issues, and rectifying where possible.
• Manage the repairs and maintenance of Silverstone stock within budget.
• Plan, manage and implement processes and procedures to ensure all departments and event requirements are understood and are delivered to the agreed timeframes.
• Actively seek logistical efficiencies both in terms of financial cost effectiveness and practical operations.
• Focus on sustainability including monitoring our impact on the environment alongside internal and external stakeholders.
• Manage the risk assessment process, carrying out and recording risk assessments for all tasks, keeping the register up to date, and reviewing as required in conjunction with the Health & Safety Manager.
• Ensure company policies and Health & Safety requirements are always adhered to by yourself and your team creating a safe working environment.
• Report any health and safety issues via the Head of Department and report incidents on the Incident management system.
• Proactively manage budgets, forecasts, and finance processes.

EVENT RESPONSIBILITIES

• Support the overall specifying, ordering, and installation of temporary infrastructure including toilets, showers, generators, tower lights, marquees/structures, furniture equipment for all events and activities held onsite.
• Plan, manage and implement processes and procedures to ensure all event requirements are understood and are delivered to the agreed timeframes, through detailed build, break and delivery schedules.
• Validate design solutions against site conditions, ensuring appropriate placement and management of all infrastructure.
• Design coordination and project management of overall site plan using CAD Overlay for all major events and activities.
• Assist designated Event Manager/Project Lead in determining accurate, cost effective and realistic budgets.
• Provide clear and detailed briefings prior to the start of events ensuring the whole event team has all the information they require and fully understand the objectives and standards for the events.
• Oversee the event set ups to ensure everything is in place to execute the events to a 1st class standard, ensuring all logistics elements and H&S compliance are professionally delivered.
• Maintain regular contact with on-site event team including Event Manager to ensure all issues are resolved quickly and efficiently.
• Post event provide on-going data/information that can be used by the business in order to make more informed decisions.

TEAM RESPONSIBILITIES

• Manage, coach and develop the logistics team to meet agreed objectives and deliver best practice results.
• Manage contractors and/or additional casual staff as required.
• Manage and review staff training requirements.
• Manage uniform and PPE requirements for the Logistics team, ensuring high standards of presentation are maintained.
• Attend operational meetings relating to the venue and delivery, cascading information as required.
• Manage the Logistics team rota and all absence and leave requests.

PERFORMANCE STANDARDS & RESPONSIBILITIES

Performance will be monitored against the following:

• Objectives set through the Personal Development Review (PDR) process.
• Accountability of direct line reports including their development.
• Budget management
• Asset management

KEY RELATIONSHIPS

• Facilities and Estates Team
• Venue Services Team
• BGP Operations and Public Events Teams
• Corporate Events and Catering departments
• Health and Safety team
• Heads of Departments
• External third-party suppliers and Contractors

SKILLS AND EXPERIENCE

• Experience within a similar role and venue.
• Experience in large scale events and operational delivery processes.
• Excellent Project Management and cost/budget management skills
• A sound understanding of CAD Overlay and large-scale event operational delivery processes.
• Ability to integrate design information with suppliers/stakeholders.
• Ability to direct design processes and interpret technical drawings.
• An understanding of The Construction (Design and Management) Regulations 2015 (CDM 2015) through design and delivery project phases, together with knowledge of duty holder responsibilities and working on a live construction site.
• Operational planning for overlay installation/construction phases and site management services.
• High level of organisational skills and experience in managing multiple workstreams simultaneously.
• Ability to build and maintain collaborative professional relationships & manage internal and external stakeholders.
• A flexible approach to working hours, irregular hours, including weekends and evenings.
• Full clean UK driving license

SUSTAINABILITY

We don’t just look after our team and our fans. We want to look after our world too. We're committed in our responsibility to reach our zero-carbon goal. So, we've adopted greener methods within our workplace, donated more than 20 tonnes of surplus food, and installed over 2,700 solar panels which generates 13% of our venue’s power - with all other energy from 100% renewable sources. Our dedication has earned us Three Star FIA Environmental Accreditation, but this is just the start.