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TBR Global Chauffeuring

Events Logistics Director

Office location
Tokyo
Reporting to
Managing Director APAC & Head of Major Global Events in London, UK
Hours
Full time
Overall purpose
A role with the Global Major Events Team, steering and managing the Japan based operational event logistics.
Main responsibilities
  • Proactive identification, lead and vetting of domestic suppliers
  • Set up supplier tender process, concepts & documents in cooperation with Global Events Team and evaluate results and recommendation for supplier rankings
  • Understand the brief and budget make up on projects, the scope of works and conditions of contract and ensure delivery within these parameters in line with client expectations
  • Provide local expertise and information to major global event department and APAC offices that supports the set up and planning of the related events
  • Project manage all areas of event ground transportation and logistics as required in the host country
  • Day to day operational management of projects, to assure revenue and profitability targets are met
  • Creation, adaptation and ongoing development of project management tools such as project plans, organizational structures, project manuals, driver and local staff booklets, etc. in liaison with the Senior Project Team
  • Prepare and carry out pre-event onsite training for the team and driver fleet to be fully conversant with all aspects of the project
  • Providing verbal and written translations for official documentations if and when required
  • Pro-active resourcing a variety of event product suppliers (e.g. branding, water bottles, etc.)
  • Provide guidance and information on local laws related to all service deliveries
  • Assure the timely and accurate delivery of projects, including the production of factual reports
  • Communicate effectively internally and with client and regional suppliers as appropriate
  • Use proprietary TBR In-house Event System and process job in system as required
  • Record client and project feedback as required and pursue improvements to meet client KPI’s
  • Ensure any special instructions, requests or quotes are added to relevant jobs
  • Plan and attend host city recces, client and supplier site visits and meetings, as and when required
  • Creation of client presentations and preparation of client status updates, as necessary
  • Use global resources and technology to drive regional operational efficiencies in line with strategy priorities
  • Establish appropriate supply chain with TBR regional offices for each service line whilst maintaining quality
  • Be the cultural adviser for global event team and clients on local etiquette and customs to navigate respectfully in local environments
  • Source, contract, coordinate and build up a bank of local event freelancers for the support of domestic and global events
  • Assist with other ad hoc domestic or global projects and events as required by the Heads of Major Global Events
  • Pro-active research, market screening, approach & recommendation of tender candidates / suppliers
  • Establish and maintain effective working relationship and be a close liaison with General Manager EMEA, Head of Major Events, client, colleagues and suppliers to ensure smooth delivery of project
  • Inform line manager and sales team of accounts progress and arising challenges and issues
  • Planning, coordination and organization of tender presentation workshops
  • Development of scope of services for dedicated supplier and setting of suppliers KPIs
  • Overall steering and coordination of supplier regarding all project topics
  • Supplier contract set up, review and adaptation
  • Pro-actively resource and drive operational IT integration through external or internal sources at global events
  • Work in tandem with the IT department on system upgrades to the benefit of operational event process
  • Consult and support on the development of the proprietary TBR in-house system
  • Review financial supplier quotations, planning and reporting
  • Budget management, cost analysis and supplier negotiations
  • Financial reconciliations with suppliers as required
  • Review of supplier contracts
  • Oversight of NDA and supplier contract processes
  • Coordination of all parties regarding supplier guidelines, payment terms and VAT handling
  • Financial administration
  • Maintain legal compliance within region
Skills required
  • Fluent in English (Business level / 2nd language)
  • Native Japanese or fluent Japanese speaker (Business level / 2nd language)
  • Strong understanding of the need for quality within the project environment
  • Knowledge of budget building, monitoring & commercial awareness
  • Personable and able to build strong professional relationship
  • Acute analytical, planning and organizational skills
  • Familiar with online database management tools
  • Excellent communication and presentation skills
  • Enthusiastic, self-motivated and pro-active
  • Leader and equally a team player
  • Great attention to detail and rigor
  • Excellent time management
  • High level of computer literacy
  • Works well under pressure