What are the responsibilities and job description for the Administrative Coordinator position at PRO EM National Event Services?
Job Title: Operations Coordinator
Department: Operations
Status: Full-Time
Responsibilities
Department: Operations
Status: Full-Time
Responsibilities
- Responsible for the Administrative side of Operations to include opening and closing contracts, making sure prices are accurate, entering in-house equipment orders in POR and assist with contract fulfillment.
- Follow up with Asset Leads to ensure all equipment has been returned.
- Communicate with Account Executives regarding any missing equipment.
- Process a replacement charge, if equipment is not returned within 3 days, and close the contract.
- Reallocate employees hours in Time and Labor by contracts.
- Lock all contracts daily 48 hours prior to delivery.
- Enter work orders in the system for all ecology servicing, power refuels, etc.
- Enter all subrental contracts into POR.
- Follow up with Dispatch to make sure they are staying on schedule for pickup and returns.
- Create purchase orders for subrentals, purchases, etc.
- Reconcile invoices with credit cards statements.
- Schedules and books travel arrangements for employees.
- Submit per diem requests to accounting.
- Enter new inventory into POR.
- Create and maintain kits in POR per management request.
- Other duties as assigned.
- Must have strong people-focused element to this role by liaising with event contributors, venues, suppliers, partners.
- Problem-solving and creativity.
- Experience of working in a busy, high pressured environment.
- Excellent oral and written communication skills.
- Pro-active and show initiative.
- Familiarity of Word and Excel.
- Determination to ensure successful events, willingness to undertake a wide range of tasks to its end.
- Flexibility, working on weekends and evenings when needed.
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