Administrative Coordinator

Legends Global•El Paso, TX

About The Position

The Administrative Coordinator assists the Event Services Department with administrative and clerical duties, including scheduling, invoice processing, ordering supplies and equipment, post-event accounting, report generation, phone calls, calendar management, and management of the exhibitor service booth for trade shows and expos. This is an administrative office-based position, not an event-based position, though it may include work on the trade show and expo floor and minimal assistance at client events as needed. The role reports to the Director of Event Services and supports the director and the wider Event Services team. It works with event management, clients, vendors, and internal departments to coordinate venue services, track financial and event information, and help the department operate efficiently. Other duties may be assigned.

Requirements

Bachelor’s degree from a four-year college or university is highly desirable; alternatively, 1 to 2 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.
Results-oriented approach and ability to meet deadlines.
Ability to undertake and complete multiple tasks.
Ability to use technology resources.
Attention to detail and a service-oriented approach.
Ability to develop and maintain vendor relationships.
Valid driver’s license.
Ability to move around the facility, stand for long hours during events, and talk and hear.
Ability to work extended hours as needed, which may include nights or weekends.

Nice To Haves

Bilingual English/Spanish.
Microsoft Office Suite skills.
POS system experience.

Responsibilities

Assist the Director of Event Services with financial clerical requirements and provide timely financial 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.
Handle administrative requests, order event materials, and coordinate needs with internal departments.
Track timely submission of event close-out folders with the event management team.
Manage team uniform inventory, order new items as needed, and arrange 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 and manage 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 and add new vendors into the system for payment.
Track newly booked events and coordinate assignments with the Director of Event Services.
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.
Help with special internal events as needed.
Perform other duties as assigned.