Administrator, Entertainment Events (Financial Experience Required)

Universal Orlando•Orlando, FL

About The Position

This role focuses on streamlining procurement processes, coordinating with vendors, managing SNAP payment requests, and maintaining comprehensive event documentation. The position involves compiling detailed reports, optimizing scheduling, monitoring labor usage, and managing financial tracking. Key responsibilities include coordinating logistics to meet event deadlines, ensuring safety and compliance training, and supporting the team by troubleshooting purchasing systems, managing resource limitations, processing travel expenses, and overseeing vendor work. The role also requires tracking daily labor usage, reconciling event finances, managing financial tracking and communication, processing travel expenses, and ensuring correct labor charge codes in UKG before payroll post.

Requirements

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

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, including 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 department expenses and working with Finance partners to reconcile event estimates and close-out events, including analyzing spending patterns, uncovering financial efficiencies, and implementing cost-saving strategies.
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 and assisting in planning and optimizing workspace layouts in partnership with the Senior Administrator.
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.
Creating and maintaining official Entertainment events documentation, including Standard Operating Procedures and work guides.
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.