Administrative Coordinator

• 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
• 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

• 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
• Excellent organizational, planning, communication, and interpersonal skills
• Strong orientation to customer service
• 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
• Computer skills to include Microsoft Office Suite and POS System experience preferred

Bilingual English/Spanish preferred