Administrative Coordinator

ASM Global•El Paso, TX

About The Position

Under immediate supervision, the Administrative Coordinator assists the Event Services Department with administrative duties, including scheduling, invoice processing, ordering supplies and equipment, post-event accounting, report generation, phone calls, calendar management, and managing the exhibitor service booth for trade shows and expos. This is an administrative, office-based position rather than an event-based role, though it may include supporting trade show and expo floor operations and helping with special internal events as needed. The role supports the Director of Event Services and the broader Event Services team with financial and clerical requirements, vendor coordination, event-service administration, reporting, payments, inventory, and organizational systems. Work is primarily in the office, with occasional work on event floors and inside or outside the facility as event needs require.

Requirements

Bachelor’s degree from a four-year college or university is highly desirable.
One to two years of related experience and/or training, or an equivalent combination of education and experience.
Excellent organizational, planning, communication, and interpersonal skills.
Strong customer-service orientation and ability to work with other facility staff.
Advanced oral and written communication skills.
Ability to meet deadlines, complete multiple tasks, and use technology resources.
Attention to detail and a service-oriented approach.
Ability to develop and maintain vendor relationships.
Valid driver’s license.

Nice To Haves

Bilingual English/Spanish.
Experience with Microsoft Office Suite and POS systems.
Bachelor’s degree from a four-year college or university.

Responsibilities

Assist the Director of Event Services with financial clerical requirements and timely reporting.
Provide administrative and clerical support to Event Managers, Event Coordinators, the Special Events Manager, and the Special Events Coordinator.
Create the weekly Event Staff schedule.
Process, submit, and track department invoices for payment.
Work with the event management team to deliver venue services to trade show, convention, and expo clients.
Coordinate vendor aspects for incoming events, including selling exhibitor services and managing the vendor service booth during trade show load-in days.
Manage Event Services administrative duties, including checking requests, ordering event materials, and coordinating needs with internal departments.
Work with the event management team to track timely submission of event close-out folders.
Manage team uniform inventory, order new items as needed, and coordinate 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 merchandise sales and payments from concerts.
Process client payments and submit checks to the finance department daily.
Order linen for events when necessary.
Manage relationships with existing vendors and process new vendors for payment in the system.
Track newly booked events and work with the Director of Event Services on assignments.
Manage the Director of Event Services' calendar and expense reports.
Book meeting spaces for team members as needed.
Implement organizational systems to improve departmental efficiency.
Assist with special internal events as needed and perform other duties as assigned.