Concessions Administrative Assistant | Part-Time | Benchmark International Arena

Oak View Group•Tampa, FL

1d•Onsite

About The Position

The Concessions Administrative Assistant provides comprehensive administrative and operational support to the Concessions Management team at Benchmark International Arena. This position plays a vital role in ensuring the day-to-day administrative functions of the concessions department are completed accurately and efficiently to support successful event operations. The ideal candidate is highly organized, detail-oriented, and able to manage multiple priorities in a fast-paced, event-driven environment. This role serves as a central point of communication for managers, supervisors, and frontline team members while maintaining accurate records, coordinating schedules, assisting with payroll processing, supporting inventory and purchasing documentation, and helping ensure compliance with Oak View Group policies and operational standards. The Concessions Administrative Assistant will also assist with employee onboarding paperwork, maintain department files and reports, prepare event-related documentation, coordinate meetings, order office supplies, respond to internal and external inquiries, and provide general administrative support to ensure the concessions operation runs efficiently before, during, and after events.

Requirements

High school diploma or equivalent required.
1-2+ years of administrative experience required.
Proficient in Microsoft Office Suite, including Outlook, Excel, Word, and PowerPoint.
Excellent organizational, time management, and multitasking skills with exceptional attention to detail.
Strong written and verbal communication skills with the ability to interact professionally with employees, managers, vendors, and guests.
Ability to work independently while collaborating effectively in a team-oriented environment.
Ability to handle confidential information with professionalism and discretion.
Must be flexible to work evenings, weekends, and holidays based on the arena's event schedule.

Nice To Haves

Associate's degree in Business Administration, Hospitality Management, or a related field is preferred.
Experience in hospitality, food and beverage, sports, entertainment, or venue operations preferred.
Experience with scheduling software, payroll systems, POS reporting, or inventory management systems is preferred.

Responsibilities

Provide daily administrative support to the Senior Concessions Manager and Concessions Management team.
Maintain employee records, scheduling documents, attendance logs, and departmental files.
Assist with event staffing schedules and communicate assignments, reporting times, and operational updates to concessions staff.
Support payroll preparation by reviewing employee time records and assisting with timekeeping corrections.
Prepare, organize, and distribute event documentation, reports, production sheets, and operational communications.
Process purchase orders, invoices, vendor paperwork, and departmental expense documentation in accordance with company procedures.
Maintain inventory records, supply tracking, and product ordering documentation while coordinating with warehouse personnel as needed.
Assist with onboarding documentation, training records, uniforms, and administrative support for new team members.
Compile post-event reports, sales summaries, labor reports, and other operational metrics for management review.
Coordinate meetings, maintain department calendars, and prepare meeting materials as requested.
Respond professionally to internal and external communications, including phone calls, emails, and vendor inquiries.
Maintain confidentiality of employee, financial, and operational information.
Ensure accurate filing and organization of all departmental records in both digital and physical formats.
Support compliance with company policies, food safety standards, alcohol service regulations, and workplace safety procedures.
Perform additional administrative and operational duties as assigned to support concessions operations and event execution.