Job Title:  Experiential Operations Manager

Reports To: Director, Team Phun

Physical Location: 5026 Cass St, Ste B, San Diego, CA 92109

FLSA Status: Exempt


Team Phun’s Experiential Operations Manager oversees Brand Ambassador’s operational activities. Their duties include recruiting, hiring, and training our Brand Ambassadors, as well as following up on Brand Ambassador’s performance post-event. The Experiential Operations Manager strategizes process improvements for our Brand Ambassador recruiting, staffing, and event-execution workflow to ensure team members complete their tasks on schedule and up to our client’s expectation. Our ideal Experiential Operations Manager is always looking for ways to engage our Brand Ambassador team and make the workplace more effective, efficient, and enjoyable or “phun”. They need excellent leadership skills, social skills, and organizational skills. The ideal Experiential Operations Manager will assist in developing and running the experiential division, bringing brand experiences to the end user. Perform other job-related duties as assigned.

Essential Duties and Responsibilities
  • Recruiting Brand Ambassadors by posting Job Opportunities on the following platforms: Trusted Herd, Facebook, Pop Bookings

  • Reviewing resumes and following up with Brand Ambassador applicants directing them to our website sign up form

  • Creating/sending out Mailchimp campaigns as events become open for bid

  • Onboarding New Brand Ambassador Recruits

  • Exporting our Brand Ambassador sign-up form entries every 1-2 days from our website

  • Uploading new web form entries into Promomash

  • Following up via email (YAMM) with new entries and answering questions as needed

  • Entering new 1099 Brand Ambassadors into Paychex as needed

  • Approving Bids in Promomash/Pop Bookings

  • Ensuring Brand Ambassadors scheduled in Promomash are also scheduled in Pop Bookings and are confirmed in both platforms

  • Emailing scheduled Brand Ambassadors reminding them of their upcoming shifts

  • Ensure all event details are up to date in Promomash for active campaigns

  • Organize and distribute brand training materials to scheduled Brand Ambassadors

  • Work to ensure Promomash reports are submitted in a timely manner (48 hours following the event) and following up with those outstanding

  • Brand Ambassador Incident and Performance follow ups

  • Documenting cancellations and cancelation reasons in Promomash

  • Presenting stats in weekly meetings on cancellation percentage and identify the common reasons for cancellations

  • Managing our Event Support Virtual Assistant(s)

  • Communicating with Virtual Assistants on brand’s performance and reporting standards in advance of events

  • Sending weekly recaps of Brand Ambassador issues to Virtual Assistants to update BA’s

  • Promomash profile

  • Coordinating Point of Sale Item Transit

  • Assembling list of addresses and recipients for Brand Ambassadors requiring kit shipments

  • Instructing warehouse team on kit contents and required shipping instructions

  • Work with leadership/experiential team to develop and implement additional service offerings within the division

  • Excellent written and oral communication skills.

  • Proficiency in the areas of teamwork, relationship building, and public speaking and presentation.

  • Strong time management skills, multi-tasking ability, and initiative.

  • Ability to work independently and without direct supervision.

  • Positive attitude, strong work ethic, and commitment to teamwork.

  • Knowledge of Google Products, Gmail, Google Docs, Sheets, Apple OS, Promomash, Mailchimp, Pop Bookings, Trusted Herd

  • Ability to write professional correspondence to clients, vendors and staff.

  • Able to read and interpret operational manuals and documents.

  • Detail oriented and has organization skills.

Other Skills And Abilities:

Strong organizational, verbal and written communication skills. Must be able to operate all basic office equipment. Must be Apple OS literate and able to perform Apple applications. Ability to read and interpret documents, write routine reports and correspondence, speak effectively before a group of clients. Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent. Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations.

Physical Demands and Work Environment :

The physical demands and work environment described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Work requires local travel and may require occasional overnight travel and weekend and/or evening work.

While performing the duties of this job, the employee is regularly required to sit and talk or hear. The employee frequently is required to use hands to finger, handle, or feel and reach with hands and arms. The employee may be required to push, pull, reach and/or perform repetitive motion.The employee is occasionally required to stand; walk; climb or balance; and stoop, kneel, crouch, or crawl. The employee must frequently lift and/or move up to 25 pounds and occasionally lift and/or move up to 50 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus. While performing the duties of this job, the employee is exposed to mechanical parts or risk of electrical shock.The noise level in the work environment is usually moderate.