Event & Project Assistant DTM - German Speaking (Sport Signage)
Teamwass · DEU, Amberg Office, Germany · hybrid
THE·TEAM is proud to provide representation and marketing services to talent, brands and properties across 28 countries and more than 70 cities worldwide.
Shaped by our belief in the unifying power of sports, music and entertainment, THE·TEAM leads with intelligence, ideas and influence. For more information, please visit the.team.
This role sits within our Sport Signage group. Sport Signage specialises in racetrack and sports-event signage, offering end-to-end services from creative design and production to logistics, installation and software solutions.
Backed by decades of global experience, our skilled team delivers bespoke design concepts, on-site printing, ground painting, LED displays and sustainable materials to transform circuits into completely immersive, branded environments.
KEY INFORMATION:
- Office Location: This role can be based in either the Amberg, Germany or Orpington, London office
- Office Policy: Hybrid – 3 days in the office
- Travel requirement: Travel across the DTM calendar and other assigned projects as required
The Event & Project Assistant - DTM (German speaking) supports the DTM Operations Manager and wider event team with the coordination, documentation and information flow required to deliver the DTM programme consistently and commercially.
The role ensures billable activities, additional work, labour, materials, supplier information and supporting evidence are captured while the event is live and passed to the Accounts Receivable & DTM Coordinator in a complete and timely format. This provides continuity across preparation, delivery and closeout while allowing the DTM Operations Manager to focus on event ownership and delivery.
WHAT YOU WILL BE DOING:
1. Pre-Event Coordination
- Prepare and maintain the event information pack, schedules, contacts, trackers and reporting files.
- Support the DTM Operations Manager with event preparation, actions and administrative follow-up.
- Confirm that relevant team members understand what information needs to be captured for event closeout and billing.
2. Event Administration & Document Control
- Maintain accurate current files for the assigned event, including schedules, action logs, contact information and project records.
- Keep agreed documentation organised and accessible throughout the event.
- Ensure event information can be retrieved quickly for operational or commercial follow-up.
3. Live Data Collection
- Capture relevant labour, material, supplier, equipment and project information while the detail is available on site.
- Follow up missing data with the appropriate workstream owner before the event closes.
- Maintain a clear event-by-event record rather than relying on memory or retrospective reconstruction.
4. DTM Billing Information
- Collect the source information required for DTM billing and prepare a clear event handover pack.
- Maintain visibility of known billable activities and additional work identified during the event.
- Capture the operational detail and evidence needed so the Accounts Receivable & DTM Coordinator can action billing efficiently.
- Respond promptly to billing-information queries and close gaps while event knowledge is still available.
5. Scope Change & Additional Work Tracking
- Record additional client requests, scope changes and work outside the planned event scope.
- Capture relevant labour, materials, supplier involvement, timing and evidence connected to those activities.
- Escalate commercial questions to the DTM Operations Manager and Accounts Receivable & DTM Coordinator rather than making independent pricing or billing decisions.
6. Labour, Freelance & Supplier Records
- Maintain agreed records of permanent, freelance and subcontractor resources used on the event.
- Collect supplier documentation, receipts or supporting information where required for project closeout.
- Flag material differences between planned and actual resource use.
7. Materials, Equipment & Damage Records
- Record significant material use, shortages, additional purchases, damage or losses relevant to event cost and billing.
- Support Inventory, Warehouse and Logistics teams with clear return / damage information where required.
- Ensure client-attributable or project-relevant damage information is captured quickly enough for commercial follow-up.
8. Photo & Supporting Evidence
- Maintain organised photo records of additional work, completed deliverables, damage, changes or other agreed reporting items.
- Label and store evidence so it can be linked back to the correct event and activity.
9. Daily Status & Action Tracking
- Support the DTM Operations Manager with concise status updates and action tracking.
- Maintain clear owners and due dates for event actions.
- Escalate unresolved administrative or information gaps before they affect closeout or billing.
10. Accounts Receivable & DTM Interface
- Provide the Accounts Receivable & DTM Coordinator with complete and structured event information.
- Use the agreed billing templates and information requirements consistently across the season.
- Help improve the handover process where recurring information gaps delay or complicate invoicing.
11. DTM Operations Manager / Project Lead Support
- Provide practical project support so senior DTM delivery personnel can focus on operational ownership and client delivery.
- Coordinate meetings, follow-up actions, information requests and event administration as required.
- Support other Sport Signage projects when DTM workload permits, where directed.
12. Event Closeout
- Coordinate the final event data pack after dismantling and demobilisation.
- Ensure open billing items, supplier documents, damage records, additional work and outstanding actions are identified.
- Complete handover to the DTM Operations Manager and Accounts Receivable & DTM Coordinator within the agreed timeline.
13. Continuous Improvement
- Identify recurring reporting or billing-data gaps and recommend practical improvements.
- Support the development of repeatable DTM templates, checklists and closeout processes.
- Capture lessons learned so event knowledge improves the next round rather than remaining with individuals.
THE SKILLS AND EXPERIENCE YOU NEED:
- Experience in event coordination, project administration, project support, billing support or a comparable role.
- Strong ability to work with spreadsheets, trackers, schedules and structured project information.
- Experience in motorsport, live events, signage, production or deadline-driven project environments is advantageous.
- Experience supporting invoicing, billable-scope capture or project closeout is highly advantageous.
- Comfort working on site, travelling to events and supporting a small team with broad responsibilities.
- Project coordination and strong administrative discipline.
- Excel / spreadsheet capability and accurate data entry.
- Billing awareness and ability to identify missing commercial information.
- Clear written and verbal communication.
- Attention to detail and strong follow-through.
- Ability to work independently while knowing when to escalate.
- Organised file management and document control.
____________________
Diese Position ist in unserer Sport Signage-Gruppe angesiedelt. Sport Signage ist auf Beschilderung für Rennstrecken und Sportveranstaltungen spezialisiert und bietet ganzheitliche Leistungen von kreativem Design und Produktion über Logistik und Montage bis hin zu Softwarelösungen.
Gestützt auf jahrzehntelange internationale Erfahrung bietet unser erfahrenes Team maßgeschneiderte Designkonzepte, Druck vor Ort, Bodenbemalungen, LED-Displays und nachhaltige Materialien, um Rennstrecken in ganzheitlich erlebbare Markenwelten zu verwandeln.
WICHTIGE INFORMATIONEN:
- Arbeitsort: Diese Position kann entweder an unserem Standort in Amberg, Deutschland, oder in Orpington, London, angesiedelt sein.
- Arbeitsmodell: Hybrid – 3 Tage im Büro
- Reisetätigkeit: Reisen zu den Veranst