Administrative Coordinator

Administrative Coordinator page is loaded## Administrative Coordinator locations:
El Paso, TXtime type:
Full time posted on:
Posted 30+ Days Agojob requisition :
RUnder immediate supervision, this position is responsible for assisting the Event Services Department with all administrative departmental duties including but not limited to: invoice processing, ordering of supplies and equipment, post event accounting, generating reports, phone calls, calendar management, and management of the exhibitor service booth for trade shows and expos.  
** MAJOR RESPONSIBILITIES:
*** Reports to the Director of Event Services
* Assist Director of Event Services with all financial clerical requirements to provide consistent and timely reporting of all financial needs on or before deadline requirements.
* Assist all members of the Event Services team including Event Managers, Event Coordinators, Special Events Manager and Special Events Coordinator with administrative and clerical duties.
* Process, submit, and track all department invoices for payment in a timely manner.
* Work closely with event management team to deliver venue services to tradeshow, convention and expo clients.
* Manage vendor aspects for incoming events; coordinate the selling of exhibitor services and manage the vendor service booth during tradeshow load-in days.
* Manage administrative duties for the Event Services team, including checking requests, ordering event materials, and coordinating needs with internal departments.
* Work with event management team to track timely submittal of event close-out folders.
* Manage inventory of team uniforms:
Ordering new items as necessary and maintaining the 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 all events when necessary.
* Manage relationships with all existing vendors.
* Process and add new vendors into the system for payment.
* Track all newly booked events and work with Director of Event Services for assignments.
* Manage calendar and expense reports for Director of Event Services.
* Book meeting spaces for team members as needed.
* Implement organizational systems to improve the efficiency of the department.
* This is not an event-based position; this is an administrative office-based position. Help with special internal events as needed.
* Other duties as assigned.
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* QUALIFICATIONS:

** To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.
** EDUCATION AND/OR

EXPERIENCE:

** Bachelor’s degree (B.A.) from a four-year college or university is highly desirable; 1 to 2 years related experience and/or training or equivalent combination of education and experience.
** Knowledge, Skills & Abilities:
*** Excellent organizational, planning, communication, and interpersonal skills.
* Strong orientation to customer service and ability to work with other staff members in the facility.
* Advanced oral and written communication skills.
* Results oriented individual with the ability to meet required deadlines.
* Ability to undertake and complete multiple tasks.
* Ability to utilize resources of technology
* Attention to detail and service oriented.
* Ability to develop and maintain vendor relationships.
* Must have valid driver’s license
* Bilingual English/Spanish preferred.
** Computer

Skills:

** Computer skills to include Microsoft Office Suite and POS System experience preferred.
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* Working Conditions:

*** Works mostly in the office area but will include working on trade show and expo event floor as needed for service booth management.
* Minimal assistance at client events when necessary.
** Physical Demands:
** While performing the duties of this job, the employee is regularly required to move…