Administrative and Special Projects Coordinator

Chesterfield County • Chesterfield, VA

1d • Onsite

About The Position

The Sports, Visitation & Entertainment Department in Chesterfield, Virginia, seeks an enthusiastic, organized, and dependable administrative professional. The department works through Experience Chesterfield and Play Chesterfield to enhance residents’ quality of life, grow the visitor economy, attract sporting events, promote the community, and create memorable experiences. This position is a key administrative resource supporting the department’s financial, operational, and organizational functions. Its primary focus is day-to-day administrative and financial support, with opportunities to assist with special events, community programs, and departmental initiatives as time and workload allow.

The position is part of an approved Career Development Plan (CDP), with career progression opportunities and salary incentives as funding permits, based on qualifications, performance, and experience. The department is a relatively small, collaborative team working across tourism, sports, special events, marketing, local athletics, and destination development. The scheduled shift is Monday through Friday, 8:30 a.m. to 5:00 p.m.; occasional evening or weekend hours may be required for departmental events and activities. The work location is the Sports, Visitation & Entertainment Department.

Requirements

• Bachelor’s degree in business or public administration, accounting, finance, or a related field; two years of professional-level administrative, analytical, and/or operational support experience in the assigned area; or an equivalent combination of training and experience.
• Strong organizational, communication, and computer skills, including proficiency in Microsoft Office applications, particularly Excel.
• Ability to manage multiple priorities, maintain accurate records, communicate professionally, and work independently and collaboratively.
• Detail-oriented and dependable, with a willingness to learn and a commitment to exceptional customer service.
• Current valid driver’s license and good driving record. Under the Virginia DMV point system, the record must not show six or more demerit points within the 24 months before the anticipated hire date, or one major six-point violation within the preceding 36 months. Applicants with out-of-state driving records must obtain and present them at interview; records must show at least three years of history and be dated within 30 days of the interview.
• Pre-employment drug testing, FBI criminal background check, and education/degree verification are required.

Nice To Haves

• Experience with financial processing, purchasing, payroll administration, customer service, event coordination, or local government operations is preferred.
• Experience with financial management systems, procurement procedures, and coordinating projects or events is a plus.

Responsibilities

• Manage departmental financial processing, including invoices, receipts, rental charges, reimbursements, revenue deposits, and related documentation.
• Coordinate departmental timekeeping, including employee time verification, review, and payroll certification.
• Process employee purchasing card statements, travel reimbursements, expense reports, and related reconciliations.
• Assist with departmental purchasing, procurement, and financial tracking.
• Provide administrative and organizational support to departmental leadership and staff, including scheduling, correspondence, meeting coordination, recordkeeping, and document preparation.
• Serve as a departmental liaison for technology requests, facility work orders, and other internal administrative processes.
• Maintain accurate records, track deadlines, coordinate internal communications, and assist with departmental reporting.
• Support financial coordination and administrative processing associated with sports tourism events, facility rentals, and departmental programs.
• As time and workload allow, assist with planning, coordinating, and executing departmental special events, programs, and initiatives.
• Support special projects across Experience Chesterfield and Play Chesterfield, including community partnerships and departmental programs.
• Support tourism-related initiatives, partner communications, and departmental information management.
• Assist with local athletics administration and coordination with community organizations.
• Assist with departmental reports, presentations, award submissions, and special projects.
• Identify opportunities to improve internal processes, streamline workflows, and enhance departmental efficiency.
• Perform other work as required.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level