Administrator, Entertainment Events (Financial Experience Required)

Universal Orlando•Orlando, FL

2d•Onsite

About The Position

Streamline procurement processes, coordinate with vendors, manage SNAP payment requests, and maintain comprehensive event documentation. Compile detailed reports, optimize scheduling, monitor labor usage, and manage financial tracking. Coordinate logistics to meet event deadlines, ensured safety and compliance training, and support the team by troubleshooting purchasing systems, managing resource limitations, processing travel expenses, and overseeing vendor work. Track daily labor usage, reconcile event finances, manage financial tracking and communication, process travel expenses, and ensure correct labor charge codes in UKG before payroll post.

Requirements

4+ years of experience in entertainment, hospitality, and/or technical fields preferred; or equivalent combination of education and experience.
Financial experience required.

Nice To Haves

Associate’s degree or Bachelor’s degree in related field preferred.

Responsibilities

Tracking and monitoring daily labor usage.
Reconciling Event Finances in partnership with the Events Logistics Administrator.
Researching PO/SNAP discrepancies and assisting with labor discrepancies.
Managing all financial tracking and communication, including purchase orders, corporate card tracking, invoice and receipt tracking, and budget monitoring.
Running Adjust Deficit Reserve reports to analyze event estimation variances.
Assisting with processing expenses and working with Finance partners to reconcile event estimates and close-out events.
Analyzing spending patterns, uncovering financial efficiencies, and implementing cost-saving strategies that support effective budget management.
Ensuring all labor charge codes are correct in the Kronos system before weekly payroll post.
Supporting the procurement of goods and services for the Entertainment team, ensuring all items are tracked and entered into corporate financial tracking systems like SNAP and Maximo.
Coordinating the purchase of office supplies, assisting in planning and optimizing workspace layouts, and ensuring the overall upkeep and efficiency of the office environment.
Acting as the point of contact for all Entertainment SNAP payment requests.
Serving as a point of contact for partner inquiries, offering guidance and support to management and coordinators in resolving Event estimating software issues and ensuring smooth operational workflows.
Creating and maintaining official Entertainment events documentation, including Standard Operating Procedures, work guides, and other documents.
Leveraging informational reporting to track and analyze event metrics, maintaining historical data and cumulative event counts for strategic planning.
Generating spreadsheets or other documentation to track purchases and predict future needs.
Informing management of resource limitations and timecard anomalies.
Tracking hourly labor spends against budget and advising management of any negative or positive trends.
Tracking and reporting overtime to ensure fairness and stay within departmental guidance.
Monitoring department Safety and Compliance Training, identifying team member training needs.
Scheduling, enrolling, and communicating with affected Entertainment and operational venues for training attendance.
Understanding and actively participating in Environmental, Health & Safety responsibilities by following established UO policy, procedures, training and Team Member involvement activities.
Performing other duties as assigned.