Administrative Coordinator

ASM Global•Pittsburgh, PA

7d•Onsite

About The Position

The Administrative Coordinator provides essential administrative support to the Operations Department and is responsible for overseeing the time and attendance of part-time union employees and scheduling and coordinating part-time labor calls. This role ensures efficient operation and coordination within the David L. Lawrence Convention Center, maintaining compliance with union agreements and labor regulations. The Administrative Coordinator serves as a crucial liaison between the operations team, union employees, and other departments to ensure smooth and efficient event execution.

Requirements

Excellent organizational and multitasking abilities.
Proficiency in computer technology or ability to quickly acquire a working understanding of applications, specifically Microsoft Office Suite (Word, Excel, Outlook) and scheduling software. management software.
Strong communication and interpersonal skills.
Ability to work independently with minimal supervision and as part of a team.
Detail-oriented with a proactive approach to problem-solving.
Ability to work effectively with trades & labor personnel, administrative staff, client, customers, and contractors.
Ability to sit for extended periods and perform repetitive tasks.
The role may involve standing, walking, and other physical activities associated with event coordination.
Capacity to lift and move office supplies and equipment as needed (up to 25 Ibs.)

Nice To Haves

Bachelor’s degree in Business Administration, Hospitality, or related field
Prior experience in scheduling, administration, or coordination roles, preferably in a convention center, hospitality, or event management setting.
Knowledge of labor laws and union agreements is a plus.

Responsibilities

Coordinate with department managers to ensure appropriate staffing levels for each event.
Schedule and coordinate part-time labor calls, ensuring all shifts are adequately covered.
Communicate schedules to employees and manage any adjustments or changes.
Prepares and distributes the weekly union schedule, reports and updates to management and operations team members.
Monitors the call-off line, prepares attendance sheets for distribution to both management and employees for approval signatures.
Collaborate with the operations team to ensure efficient and effective event execution.
Maintain effective communication with part-time union employees, operations staff, and other departments.
Monitor and track employee attendance, ensuring accurate timekeeping.
Process and verify Service Works Orders/ Labor Sheets in Momentus ensuring accurate billing information and detailed labor allocations
Address and resolve any discrepancies or issues related to attendance and timekeeping.
Process and oversee employee fingerprint enrollments and communicates with the operations team via shift notes to retrieve employee timecards that are not recorded in the computerized time clock management system (i.e. ABI).
Process payroll for PT staff including; housekeepers, teamsters, AV Techs, and assist with FT payroll as needed.
Ensure all scheduling and operational practices comply with union contracts and regulations.
Act as a point of contact for union representatives regarding scheduling, labor calls, and timekeeping matters.
Provide administrative support to the operations team, including data entry, report generation, and file management.
Learn and become proficient and utilize multiple software platforms including but not limited to Momentus, Altum, ABI, Gradience, and Workday.
Assist in the preparation and coordination of operational meetings and training sessions.
Provides on-site support by assisting Operations Supervisor with onboarding/training new union employees & crews (i.e. administers and reviews new hire paperwork).
Identifies opportunities/implements best practices and innovative solutions to enhance scheduling accuracy, improve efficiency and productivity.
Perform special assignments and other duties as assigned