Administrative Coordinator

Oak Grove:
Oak Grove Racing, Gaming & Hotel (the “Property”) is a newer facility in a high traffic area in the heart of Oak Grove, Kentucky, and across the street from a large Army post, Ft. Campbell. The Property is 10 miles from Clarksville, TN and less than 60 miles northwest of downtown Nashville, TN.

The Admin Coordinator supports multiple departments by providing administrative, clerical, and management support services to the team. This position requires the ability to work independently and anticipate the needs of the property so they can strategically address issues before they arise. #Oak Grove

The work environment characteristics described here are representative of those a Team Member encounters while performing the essential functions of this job with or without reasonable accommodations. This list of duties and responsibilities is not intended to be all-inclusive, but a general illustration. It may be expanded to include other duties and responsibilities deemed necessary.

• Provide administrative support to the leadership team, including managing communications, organizing meetings, maintaining records/inventory, travel reservations, check requests and preparing reports.
• Assist in creating and finalizing forms for inventory.
• Create SOP’s according to the needs of departments and Human Resources.
• Assist with the interviewing process, including initiating phone screens for applicants and scheduling interviews.
• Ensure licensing is current for F&B locations and music rights and post as required.
• Update and maintain micros (POS system) and Oracle for all revenue centers.
• Work closely with vendors to consider new products to bring to management and set up vendors for ordering purposes.
• Ensure vendors provide support and materials as required and communicate to hospitality teams when there are gaps in performance. Reviews the pricing on variable items and advises management of cost increases that result in item changes or menu increases.
• Work closely with purchasing teams and vendors to set PAR levels and organize inventory for food and beverage operations.
• Handle ordering, receiving, and maintaining stock levels for supplies. Monitor pricing changes and inform management of necessary adjustments.
• Assist with scheduling and payroll of all team members.
• Build efficiency and effective responsiveness into existing operations.
• Direct phone calls and emails to corresponding manager(s) as needed.
• Assist with external communication efforts, community relations, and improving guest experiences. Ensure responses to guest inquiries and feedback are handled promptly.
• Perform cross-departmental work on a periodic basis (e.g., tracking exceptions, working Job Fairs for HR)
• Manage vehicle registration renewals and facilitate payments for property vehicles.
• Lead or assist with special projects, events, and operational improvements, ensuring deadlines are met and details are managed efficiently.

• Ability to quickly learn new tools and technologies.
• Ability to maintain high levels of confidentiality and integrity.
• Ability to effectively communicate and collaborate with a diverse range of people and job functions.
• Ability to write and present information to management in a reasonable manner.
• Ability to read, analyze, and interpret common documentation.
• Ability to interpret a wide variety of instructions and deal with several variables.

• 3+ years of experience as an administrative coordinator/assistant.
• Prior F&B experience strongly preferred.
• Training experience and the ability to speak effectively before groups of individuals are strongly preferred.
• Ability to read and interpret documents such as operating and maintenance instructions, and procedure manuals.
• Ability to write routine reports and correspondence.
• Advanced proficiency in Microsoft Word, Excel, PowerPoint, and database applications preferred.
• Able to obtain and maintain a valid Kentucky gaming/racing license.

The physical demands described here are representative of those that must be met by a TM to successfully perform the essential…