Seasonal Reconciliation Assistant- London

• Work with the relevant people to advise on the team size required for shows and assist in building the rotas.
• Assist the Head of Stock to recruit for all roles in the stock department. From the interview materials to conducting the interviews themselves and providing feedback.
• Assist the staffing department to build the relevant materials in order to recruit, train and manage all stock roles.
• Assist the Head of Stock to build the onsite management team master rota and monitor each managers placement to ensure each event is appropriately managed.
• Work with the staffing department and onsite senior management to monitor each stock managers development and provide appropriate feedback, ad hoc training and action plans.
• If necessary, assist in the restructure of rotas or the removal and replacement of staff as per company policy.

• Oversee the development of system(s) and processes for the effective transfer of information between HO and Event teams.
• Ensuring the system is thoroughly compiled with all relevant information ahead of holding a pre-event handover with the onsite teams for all necessary departments.
• Improve & maintain standard operating procedure documentation and processes.
• Attend any relevant project meetings to ensure full understanding of the event and the information needed to compile.
• Work with the Senior Stock Controller to build appropriate ranging’s taking into account knowledge and experience of brands, demographics, events.
• Assist the Senior Stock Controller to ensure all orders are placed taking particular focus on gas, ice, fruit, cup and warehouse orders.
• Build the delivery schedule and contact lists for each event.
• Assist the onsite teams by looking at load plans and orders to build any distros you can in advance.

• Book & lead on post event handover meetings with the onsite stock teams.
• Ensure full and complete information is passed from event to office to ensure smooth reconciliation, along with all digital and physical documents as well as an event report on specifics, need to know and potential issues.
• Assisting the Stock Recon Controller to ensure they have all they need to understand their role for each event. Which suppliers were used, any bespoke pricing, credits, challenges to invoices etc.
• Provide timely feedback to staffing and the HoS on each manager as part of their training and development.
• Assist the stock recon controller with any ad hoc queries, or in completion of the COGS, where time allows or deadline requires.
• Paying particular attention to SvC sheets to highlight discrepancies for investigation with the onsite teams personally.

• Working flexibly and using extra summer hours to provide ad hoc support for the event teams during events (weekends).
• Ensure that checklists & procedures as laid out within the SOP’s are being completed within the timeframes. Be a check and balance on all roles based on your in-depth knowledge of all SOPs, and update where necessary.
• Work with all departments to ensure all systems and processes are continuingly managed, updated and improved.
• Be available to assist the onsite teams during events with questions or help in reviewing reports, building top-up orders and liaising with suppliers.
• Ensuring onsite teams adhere to deadlines for orders or reports. In the moment or via digital reminders set in advance.
• Assist the Stock Recon Controller in ad hoc reporting for events, suppliers and internal needs.

We tackle challenges and opportunities with passion and enthusiasm. Across the business we have fun whilst we do it.

We are always flexible to the needs of the business. Our people generate innovative ways of working. In return our leadership
embraces new ideas and opportunities.

We work as one team to achieve a common goal. We support our customers, our partners and each other.

We make a difference by going the extra mile for our customers and each other.

The business is very seasonal. Summer months are incredibly busy, with the busiest periods between May to September, and the month December. Many event sites are outdoor events and festivals on weekends.

Travel required to and from events if required during the summer months. It is expected that you will visit certain events to assist the onsite teams, provide in person training and feedback or evaluate performance, system and process.

Overnight stays may be required but in conversation with yourself.
Evening and weekend availability is expected in the summer months during live events to assist where necessary. This can be remote. Overtime is paid.

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