Office Administrator/Event Coordinator

American City Business Journals•Albuquerque, NM

About The Position

Receive, enter, and route invoices in Workday with appropriate supporting documentation. Print and send invoices with tear sheets to customers; manage accounts receivable processes. Receive checks sent to the market, forward payments to the lockbox, and notify customers of remittance details. Assist Corporate Accounting with reporting, documentation, and other requested items. Manage Salesforce order entry and bookings; maintain knowledge of pipeline, opportunities, and internal sales processes. Oversee client contract workflow, including electronic contracts and insertion order processing. Support the Sales Team with administrative duties related to revenue generation, recognition programs, and sponsor fulfillment. Manage weekly production reports Serve as lead contact for print materials and coordinate directly with printers and vendors. Proof, update, and oversee marketing and event materials to ensure accuracy and timeliness. Manage general office operations including opening and distributing mail, maintaining the postage machine and reports, ordering office supplies, paying bills, and coordinating equipment/service agreements. Serve as liaison with building management for facilities, repairs, and maintenance. Maintain shared filing systems for event trackers, communications, and planning documents; maintain and organize event materials. Coordinate employee onboarding with centralized HR partners, including orientation, office setup, business cards, and I-9 verification. Assist employees in accessing internal systems and services such as help desk, benefits service center, employee self-service tools, and SharePoint. Coordinate and execute marketing plans for each event including social media, email marketing, print, and web promotions. Maintain and grow social media presence in support of event and brand initiatives. Create and update event registration and nomination pages. Track guest lists, sponsor registrations, and attendance counts. Organize nomination materials and coordinate scoring processes for judges. Serve as primary communication contact for honorees, speakers, sponsors, and partners. Execute sponsor benefits including sponsor breakfasts, marketing deliverables, LinkedIn recognition, and recap materials. Collaborate with the Events Director on overall event strategy and execution. Lead all aspects of event preparation including badges, signage, printed materials, awards, sponsor materials, and logistics. Manage event load-in, set-up, and load-out. Participate in long-term planning, including development of new events and enhancement of existing programs. Assist in event design, theme implementation, and overall experience strategy. Keep leadership informed of workflow status and deadlines. Work collaboratively across departments to ensure seamless execution of initiatives. Share organizational tools and plans to maintain alignment and efficiency. Participate in business unit-sponsored promotional events as needed.

Requirements

High School diploma
Excel, word processing
Ability to learn new systems as needed
Strong capability utilizing MS Office products, Teams/Zoom/Webex, etc, and other technology platforms preferred

Nice To Haves

2-year college degree preferred.
Three to five years preferred.
Salesforce experience a plus

Responsibilities

Receive, enter, and route invoices in Workday with appropriate supporting documentation.
Print and send invoices with tear sheets to customers; manage accounts receivable processes.
Receive checks sent to the market, forward payments to the lockbox, and notify customers of remittance details.
Assist Corporate Accounting with reporting, documentation, and other requested items.
Manage Salesforce order entry and bookings; maintain knowledge of pipeline, opportunities, and internal sales processes.
Oversee client contract workflow, including electronic contracts and insertion order processing.
Support the Sales Team with administrative duties related to revenue generation, recognition programs, and sponsor fulfillment.
Manage weekly production reports
Serve as lead contact for print materials and coordinate directly with printers and vendors.
Proof, update, and oversee marketing and event materials to ensure accuracy and timeliness.
Manage general office operations including opening and distributing mail, maintaining the postage machine and reports, ordering office supplies, paying bills, and coordinating equipment/service agreements.
Serve as liaison with building management for facilities, repairs, and maintenance.
Maintain shared filing systems for event trackers, communications, and planning documents; maintain and organize event materials.
Coordinate employee onboarding with centralized HR partners, including orientation, office setup, business cards, and I-9 verification.
Assist employees in accessing internal systems and services such as help desk, benefits service center, employee self-service tools, and SharePoint.
Coordinate and execute marketing plans for each event including social media, email marketing, print, and web promotions.
Maintain and grow social media presence in support of event and brand initiatives.
Create and update event registration and nomination pages.
Track guest lists, sponsor registrations, and attendance counts.
Organize nomination materials and coordinate scoring processes for judges.
Serve as primary communication contact for honorees, speakers, sponsors, and partners.
Execute sponsor benefits including sponsor breakfasts, marketing deliverables, LinkedIn recognition, and recap materials.
Collaborate with the Events Director on overall event strategy and execution.
Lead all aspects of event preparation including badges, signage, printed materials, awards, sponsor materials, and logistics.
Manage event load-in, set-up, and load-out.
Participate in long-term planning, including development of new events and enhancement of existing programs.
Assist in event design, theme implementation, and overall experience strategy.
Keep leadership informed of workflow status and deadlines.
Work collaboratively across departments to ensure seamless execution of initiatives.
Share organizational tools and plans to maintain alignment and efficiency.
Participate in business unit-sponsored promotional events as needed.