AEG
Administrative Support Coordinator | Full-Time | Santa Clara Convention Center
AEG, Santa Clara, California, us, 95053
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Overview
The
Administrative Support Coordinator
is responsible for providing operational, administrative and when needed, secretarial support to all members of the SCCC team. Duties include a variety of complex administrative tasks such as filing, data entry, tracking event documents, correspondence, calendar management, community event planning, collecting deposits/insurance, updating event booking systems, office management tasks like supply inventory, budgeting, deposits, maintaining files/records, screening calls, typing correspondence, assisting with special projects as assigned. Provides information to public regarding departmental services, policies and procedures.
This role pays an hourly rate of $32.76 - $34.40
Benefits for Full-Time roles: Health, Dental and Vision Insurance, 401(k) Savings Plan, 401(k) matching, and Paid Time Off (vacation days, sick days, and 11 holidays).
This position will remain open until October 24, 2025.
Responsibilities Provide full administrative support for pre-event payments and obtaining client insurance (COI's) Provide full administrative support including typing, maintaining calendars, and creating reports when needed. Create and maintain Event filing systems and services particularly for pre-event payments, COI's and other documents Prepare and distribute correspondence, obtain signatures as needed General admin tasks - faxing, photocopying, mail, bulk mailings Answer phones, screen calls, respond to inquiries Assist with various event-related duties when needed Prepare and distribute event documents to staff/partners if needed Create/maintain event files, distribute folders/checklists Run reports for departments as needed Represent department at weekly operational meetings Recommend process improvements to streamline operations Compile client/vendor lists Independently compose correspondence related to responsibilities Assist with department operations and special projects Maintain calendars for department activities, meetings, events Establish cooperative working relationships Other duties as assigned Administrative Duties:
Assist in planning company/employee/community events Maintain administrative files for all events (contracts, payments, insurance) Ensure vendors/clients have proper insurance for events Communication with clients on payments, past dues, insurance Maintain inventory and order office supplies, schedule equipment maintenance Maintain yearly budgets for office supplies, postage, printing, equipment Facilitate monthly safety meetings with building partners Develop and update safety policies/procedures Conduct periodic safety audits, identify areas for improvement Communicate safety policies to employees, new hires, visitors Serve as a safety resource for employees Other duties as assigned Qualifications
1-2 years administrative/secretarial experience High school diploma or GED, 2 years customer service experience OR college degree and 1 year customer service/training experience Excellent communication skills, both written and verbal Type/word process at necessary speed for job performance Proficiency in Microsoft Office suite Knowledge of modern office procedures, methods, computer equipment Knowledge of record keeping and filing principles/procedures Experience with CRM programs like Momentus and Simpleview a plus Valid California driver's license
Overview
The
Administrative Support Coordinator
is responsible for providing operational, administrative and when needed, secretarial support to all members of the SCCC team. Duties include a variety of complex administrative tasks such as filing, data entry, tracking event documents, correspondence, calendar management, community event planning, collecting deposits/insurance, updating event booking systems, office management tasks like supply inventory, budgeting, deposits, maintaining files/records, screening calls, typing correspondence, assisting with special projects as assigned. Provides information to public regarding departmental services, policies and procedures.
This role pays an hourly rate of $32.76 - $34.40
Benefits for Full-Time roles: Health, Dental and Vision Insurance, 401(k) Savings Plan, 401(k) matching, and Paid Time Off (vacation days, sick days, and 11 holidays).
This position will remain open until October 24, 2025.
Responsibilities Provide full administrative support for pre-event payments and obtaining client insurance (COI's) Provide full administrative support including typing, maintaining calendars, and creating reports when needed. Create and maintain Event filing systems and services particularly for pre-event payments, COI's and other documents Prepare and distribute correspondence, obtain signatures as needed General admin tasks - faxing, photocopying, mail, bulk mailings Answer phones, screen calls, respond to inquiries Assist with various event-related duties when needed Prepare and distribute event documents to staff/partners if needed Create/maintain event files, distribute folders/checklists Run reports for departments as needed Represent department at weekly operational meetings Recommend process improvements to streamline operations Compile client/vendor lists Independently compose correspondence related to responsibilities Assist with department operations and special projects Maintain calendars for department activities, meetings, events Establish cooperative working relationships Other duties as assigned Administrative Duties:
Assist in planning company/employee/community events Maintain administrative files for all events (contracts, payments, insurance) Ensure vendors/clients have proper insurance for events Communication with clients on payments, past dues, insurance Maintain inventory and order office supplies, schedule equipment maintenance Maintain yearly budgets for office supplies, postage, printing, equipment Facilitate monthly safety meetings with building partners Develop and update safety policies/procedures Conduct periodic safety audits, identify areas for improvement Communicate safety policies to employees, new hires, visitors Serve as a safety resource for employees Other duties as assigned Qualifications
1-2 years administrative/secretarial experience High school diploma or GED, 2 years customer service experience OR college degree and 1 year customer service/training experience Excellent communication skills, both written and verbal Type/word process at necessary speed for job performance Proficiency in Microsoft Office suite Knowledge of modern office procedures, methods, computer equipment Knowledge of record keeping and filing principles/procedures Experience with CRM programs like Momentus and Simpleview a plus Valid California driver's license