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Legends Global · 1 day ago

Administrative Coordinator

El Paso, TX

Full-time

Onsite

Entry Level

1+ years exp

Legends Global is a company that provides event services, and they are seeking an Administrative Coordinator to assist the Event Services Department with various administrative duties. The role involves processing invoices, managing supplies, and supporting the Event Services team in delivering venue services for trade shows and expos.

HospitalityMarketingSports

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

Qualification

Customer service orientationOrganizational skillsCommunication skillsMicrosoft Office SuiteVendor relationship managementMultitaskTechnology utilizationBilingual English/SpanishAttention to detailResults oriented

Required

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

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