Administrative Coordinator

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. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

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.

Legends Global is an Equal Opportunity/Affirmative Action employer, and encourages Women, Minorities, Individuals with Disabilities, and protected Veterans to apply. VEVRAA Federal Contractor