Administrative Assistant - Schiller Park, IL

Encore Global•Schiller Park, IL

About The Position

The Administrative Assistant provides administrative support to operations, primarily in billing and procurement, by executing procedures and processes to meet business objectives and customer expectations. The role includes entering data, supplying information, producing correspondence, and serving as the inbound receptionist for customer calls and inquiries. The position reports to either the Director, Event Technology, or the Manager, EIS Support. The position may support venue administration or EIS, including recording equipment used at a location, maintaining equipment and order records, and entering contact and equipment information into Encore systems and databases. Administrative duties may also include processing exhibit orders and payments, preparing shipping labels, coordinating shipping and receiving with the property shipping department, and other office support as assigned. Work may take place in a hotel/convention center or office environment. Depending on the work setting, conditions can include moderate exposure to outdoor temperatures, dirt, sand, or dust; noise levels ranging from moderately quiet to noisy; and use of high-end audio-visual equipment and electrical components. Team members may be exposed to heights via lifts and ladders and may be asked to work at multiple hotel locations. Work may involve irregular hours and on-call status, including days, evenings, weekends, and holidays. Appearance guidelines apply at the assigned venue, office, or while traveling.

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 preferred.

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 used at the location for room set specifications and coordination, for in-venue administration.
Maintain records of ordered equipment and tracking information when supporting EIS.
Enter contact and equipment information into Encore systems and databases.
Enter payments received directly from exhibit customers into the billing system and reconcile them.
Act as the primary phone receptionist for inbound calls and inquiries, as needed.
Process exhibit orders and payments, as applicable.
Create shipping labels and coordinate shipping and receiving with the property shipping department.
Perform other administrative duties as assigned to support the office.