Administrative Coordinator

About the role

Under immediate supervision, this position is responsible for assisting the Event Services Department with all administrative departmental duties including but not limited to: scheduling, invoice processing, ordering of supplies and equipment, post event accounting, generating reports, phone calls, calendar management, and management of the exhibitor service booth for trade shows and expos.

Major Responsibilities

• Reports to the Director of Event Services
• Assist Director of Event Services with all financial clerical requirements to provide consistent and timely reporting of all financial needs on or before deadline requirements.
• Assist all members of the Event Services team including Event Managers, Event Coordinators, Special Events Manager and Special Events Coordinator with administrative and clerical duties.
• Create weekly Event Staff schedule.
• Process, submit, and track all department invoices for payment in a timely manner.
• Work closely with event management team to deliver venue services to tradeshow, convention and expo clients.
• Manage vendor aspects for incoming events; coordinate the selling of exhibitor services and manage the vendor service booth during tradeshow load-in days.
• Manage administrative duties for the Event Services team, including checking requests, ordering event materials, and coordinating needs with internal departments.
• Work with event management team to track timely submittal of event close-out folders.
• Manage inventory of team uniforms: Ordering new items as necessary and maintaining the dry cleaning of current inventory.
• Work with the Director to generate monthly event reports.
• Track monthly event revenue and attendance for internally produced special events.
• Track and manage merchandise sales and payments from concerts
• Process client payments and submit checks to the finance department daily.
• Order linen for all events when necessary.
• Manage relationships with all existing vendors.
• Process and add new vendors into the system for payment.
• Track all newly booked events and work with Director of Event Services for assignments.
• Manage calendar and expense reports for Director of Event Services.
• Book meeting spaces for team members as needed.
• Implement organizational systems to improve the efficiency of the department.
• This is not an event-based position; this is an administrative office-based position. Help with special internal events as needed.
• Other duties as assigned.

Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.

Education And/or Experience

Bachelor's degree (B.A.) from a four-year college or university is highly desirable; 1 to 2 years related experience and/or training or equivalent combination of education and experience.

Knowledge, Skills & Abilities

• Excellent organizational, planning, communication, and interpersonal skills.
• Strong orientation to customer service and ability to work with other staff members in the facility.
• Advanced oral and written communication skills.
• Results oriented individual with the ability to meet required deadlines.
• Ability to undertake and complete multiple tasks.
• Ability to utilize resources of technology
• Attention to detail and service oriented.
• Ability to develop and maintain vendor relationships.
• Must have valid driver's license
• Bilingual English/Spanish preferred.

Computer Skills

Computer skills to include Microsoft Office Suite and POS System experience preferred.

Working Conditions

• Works mostly in the office area but will include working on trade show and expo event floor as needed for service booth management.
• Minimal assistance at client events when necessary.

Physical Demands

• While performing the duties of this job, the employee is regularly required to move around the facility; to stand for long hours during events; talk and hear.
• This position may require work inside or outside of the building, as needed by events.
• This position requires minimal stooping and lifting.
• Some standing, walking and manual dexterity to operate office equipment such as a computer is required.

Working Conditions

Activities occur both inside and outside the facility; some exposure to adverse weather conditions; ability to work extended hours, as needed, which may include nights or weekends.