Administrative Assistant - The Miami Beach Convention Center

Encore Global•Miami Beach, FL

23h•Onsite

About The Position

The Administrative Assistant provides administrative support to operations, primarily in billing and procurement, by efficiently executing procedures and processes to meet business objectives and customer expectations. The role enters data, supplies information, produces correspondence, and serves as the inbound receptionist for customer calls and inquiries. It reports to the Director, Event Technology. Work is performed in a hotel or convention center environment. Conditions vary from moderately quiet to noisy, with moderate exposure to outdoor temperatures and to dirt, sand, or dust. Team members use high-end audio-visual equipment and electrical components, may be exposed to heights via lifts and ladders, and may work at multiple hotel locations. Working times include irregular hours and on-call status, including days, evenings, weekends, and holidays. Encore appearance guidelines apply.

Requirements

High school diploma or GED.
Computer proficiency in Microsoft Office and web-based applications.
Professional, proactive demeanor.
Excellent written and verbal communication skills.
At least 1 year of experience in an administrative support role.

Nice To Haves

Hospitality experience.

Responsibilities

Routinely check orders for accuracy so they are ready to invoice.
Prepare billing reports daily and submit them to the hotel for reconciliation.
Handle billing disputes and discrepancies and communicate resolutions to all parties.
Process vendor invoices by entering them into Encore’s procurement system to create purchase orders.
Send copies of invoices and purchase orders to vendors for reconciliation.
Maintain and track purchase orders for reconciliation.
Record equipment being used at the location for room-set specifications and coordination.
Enter customer contact information and details into the CRM system.
Enter payments received directly from exhibit customers into the billing system and reconcile them.
Act as the primary phone receptionist for inbound departmental calls and inquiries and respond promptly to customer needs.
Process exhibit orders and payments.
Create shipping labels and coordinate shipping and receiving with the property shipping department.