Operations Manager BTL

BTL Operations ManagerLocation: Saudi ArabiaDepartment: Operations and ActivationsEmployment Type: Full-timeLanguage Requirement: Fluent Arabic and EnglishRole OverViewWe are looking for an experienced BTL Operations Manager to plan and execute sampling campaigns, in-store promotions, retail activations, roadshows, events, and other field marketing activities across Saudi Arabia.The ideal candidate must have strong relationships with retailers, venues, suppliers, promoters, supervisors, and government or municipal authorities. The role requires someone who can independently manage store approvals, activity permits, staffing, logistics, production, deployment, and field reporting.Key ResponsibilitiesPermits and ApprovalsSecure approvals from supermarkets, hypermarkets, malls, schools, universities, public venues, and other activation locations.Manage all required permits for sampling, promotional activities, product demonstrations, roadshows, pop-ups, and public events.Coordinate with municipalities, venue management teams, mall management, retailers, and relevant Saudi authorities.Maintain updated knowledge of permit requirements, documentation, timelines, and costs in different cities.Ensure all activations comply with Saudi regulations, venue policies, health and safety requirements, and brand guidelines.Field Team ManagementMaintain a reliable contact list and database of promoters, supervisors, merchandisers, hostesses, brand ambassadors, drivers, and freelance field staff.Recruit, screen, brief, train, schedule, and deploy field teams according to campaign requirements.Ensure all promoters and supervisors have valid documentation and meet the client’s appearance, language, and experience requirements.Monitor attendance, grooming, performance, consumer engagement, and compliance during activations.Arrange immediate replacements in case of absence or underperformance.Manage payroll inputs, attendance sheets, timesheets, and staff-related documentation.Activation OperationsPlan and execute BTL campaigns from initial briefing through final reporting.Prepare operational plans covering locations, staffing, permits, logistics, production, storage, transportation, and deployment schedules.Coordinate sampling stock, uniforms, branded materials, equipment, stands, giveaways, and other campaign assets.Conduct site visits and prepare location assessments before activation.Supervise setup, execution, replenishment, dismantling, and return of campaign materials.Resolve operational issues quickly without affecting the client or campaign delivery.Manage simultaneous activations across multiple cities, particularly Riyadh, Jeddah, Dammam, Khobar, Makkah, and Madinah.Supplier and Vendor ManagementMaintain a strong network of local production companies, staffing suppliers, transport providers, warehouses, printers, fabricators, and event vendors.Request and negotiate supplier quotations to achieve competitive pricing.Issue operational requirements and monitor vendor delivery against agreed timelines and quality standards.Verify supplier invoices, quantities, attendance records, and completed work before submitting for payment.Identify and onboard new suppliers when required.Client Coordination and ReportingAttend client meetings and translate campaign briefs into practical operational plans.Provide regular updates on approvals, permits, staffing, production, and deployment readiness.Prepare daily activation reports covering locations, working hours, consumer interactions, samples distributed, sales generated, stock usage, and field observations.Collect and organize photographs, videos, attendance sheets, supervisor reports, and other proof of execution.Prepare final campaign reports with results, challenges, recommendations, and supporting documentation.Maintain professional communication with clients in both Arabic and English.Budget and Quality ControlPrepare campaign budgets and detailed operational cost estimates.Control costs while maintaining agreed quality and service standards.Track actual expenses against approved budgets.Ensure every activation is delivered on time, within budget, and according to the approved scope.Conduct regular field visits and quality inspections.Protect client assets, products, equipment, and confidential campaign information.RequirementsMinimum 4 to 6 years of experience in BTL operations, experiential marketing, retail activation, sampling, events, or field marketing.Previous experience working in Saudi Arabia is essential.Strong knowledge of Saudi store approval and permit processes.Existing relationships with major retailers, malls, venues, suppliers, promoters, and field supervisors.Established database of reliable promoters, supervisors, merchandisers, and other activation staff.Fluent in Arabic and English, both written and spoken.Strong knowledge of Riyadh, Jeddah, Dammam, Khobar, and other major Saudi markets.Ability to manage multiple campaigns, locations, suppliers, and field teams at the same time.Strong negotiation, planning, budgeting, and problem-solving skills.Comfortable working outside standard office hours, including evenings, weekends, and public holidays when activations require it.Proficient in Microsoft Excel, PowerPoint, Word, WhatsApp-based field coordination, and digital reporting tools.Valid Saudi driving licence and access to transportation are preferred.Transferable Iqama is preferred, where applicable.Preferred ExperienceExperience with FMCG, food and beverage, personal care, retail, telecom, banking, or consumer brands.Experience securing approvals from major supermarket and hypermarket chains.Experience managing nationwide sampling or promoter campaigns.Familiarity with food sampling requirements, municipality approvals, health certificates, and product handling regulations.Experience managing temporary staff payroll, attendance, and compliance documentation.Key Performance IndicatorsPermits and store approvals secured within campaign deadlines.Activations launched on schedule without operational delays.Promoter and supervisor attendance and replacement rates.Accuracy of sampling, consumer interaction, and stock reporting.Campaign delivery within the approved budget.Client satisfaction and quality of execution.Supplier cost savings and delivery performance.Compliance with venue, government, safety, and brand requirements.Accuracy and timeliness of campaign reports.