Gecko New York
Job Description
Job Description
Administrative & Events Coordinator Location: Warren, New Jersey We are seeking an Administrative & Events Coordinator to oversee back-office operations, financial reporting, human resources, and event administration. This role serves as a bridge between finance, administration, and event logistics, working closely with ownership, managers, clients, and vendors to ensure both accurate reporting and flawless event execution.
This is a hands-on role in a fast-paced, family-owned hospitality business—ideal for someone who thrives on variety, balancing numbers, people, and processes, all while helping create extraordinary events. Key Responsibilities
Office & Administrative Management
Manage incoming calls and direct inquiries to the appropriate managers. Prepare weekly budgets and track financial data in Excel and QuickBooks. Enter and reconcile bills, payments, and credits. Administer payroll through ADP, including applications, timecards, overtime tracking, and reporting. Maintain up-to-date employee records (contacts, paperwork, compliance documentation). Track deposits, transfers, and tax payments. Coordinate with external accountants on reconciliations and reporting. Organize shared digital files and recommend process improvements. Manage vendor accounts across food, entertainment, and contracted services. Event Coordination & Client Service
Prepare and maintain contracts, invoices, and event paperwork for both corporate and banquet events. Create final invoices and ensure accurate filing. Assist with event preparation: binders, cover sheets, staffing schedules, vendor coordination, and client communications. Lead logistics meetings to confirm BEOs and event details are accurate. Maintain both digital and hard-copy event records. Oversee vendor relations, billing terms, and event logistics. Research and purchase prizes, gifts, and event supplies. Supervise gate staff and track event attendance. Finance & Reporting
Generate financial reports, budgets, and year-to-date statistics. Reconcile daily numbers and accounts. Provide weekly updates on payroll, overtime, and overall financial performance. Support CRM migration from Caterease to Perfect Venue. Venue & Operations Support
Support a team of full-time managers and coordinate with 80+ seasonal staff. Act as a central communications hub during peak season. Collaborate with catering, banquet, logistics, and culinary leadership to ensure smooth execution. Monitor safety, sanitation, and facility standards. Report equipment or operational issues promptly. Schedule
Off-Season (Jan–Mar): Monday–Friday, 9:00am–4:30pm Peak Season (May–Oct): Extended hours, including Saturdays (9:00am–12:00pm) Flexibility: Time-off swaps available when weekends are worked Compensation & Benefits
Health Insurance 401(k) with company match Corporate card Weekly gas allowance (approx. one tank/week) Complimentary daily meal Holiday Pay (9 days annually after 30 days of employment) Paid holidays including New Year’s Day, Martin Luther King Day, Presidents Day, Good Friday, Columbus Day, Thanksgiving (2 days), Christmas Eve (½ day), Christmas Day Accrued vacation days (off-season use only) Annual Christmas bonus (based on company performance) Additional Requirements
CPR certification (company-sponsored, required) ServSafe certification (to be obtained if not already certified) Open availability, including weekends and peak event times Strong communication skills with the ability to draft clear, professional emails Team-oriented, professional, and positive attitude This is a unique opportunity to take on a pivotal administrative and event support role in a respected hospitality organization. You’ll have the chance to apply your organizational skills, financial acumen, and event coordination expertise in a dynamic environment where every detail matters and every event is designed to exceed expectations.
Job Description
Administrative & Events Coordinator Location: Warren, New Jersey We are seeking an Administrative & Events Coordinator to oversee back-office operations, financial reporting, human resources, and event administration. This role serves as a bridge between finance, administration, and event logistics, working closely with ownership, managers, clients, and vendors to ensure both accurate reporting and flawless event execution.
This is a hands-on role in a fast-paced, family-owned hospitality business—ideal for someone who thrives on variety, balancing numbers, people, and processes, all while helping create extraordinary events. Key Responsibilities
Office & Administrative Management
Manage incoming calls and direct inquiries to the appropriate managers. Prepare weekly budgets and track financial data in Excel and QuickBooks. Enter and reconcile bills, payments, and credits. Administer payroll through ADP, including applications, timecards, overtime tracking, and reporting. Maintain up-to-date employee records (contacts, paperwork, compliance documentation). Track deposits, transfers, and tax payments. Coordinate with external accountants on reconciliations and reporting. Organize shared digital files and recommend process improvements. Manage vendor accounts across food, entertainment, and contracted services. Event Coordination & Client Service
Prepare and maintain contracts, invoices, and event paperwork for both corporate and banquet events. Create final invoices and ensure accurate filing. Assist with event preparation: binders, cover sheets, staffing schedules, vendor coordination, and client communications. Lead logistics meetings to confirm BEOs and event details are accurate. Maintain both digital and hard-copy event records. Oversee vendor relations, billing terms, and event logistics. Research and purchase prizes, gifts, and event supplies. Supervise gate staff and track event attendance. Finance & Reporting
Generate financial reports, budgets, and year-to-date statistics. Reconcile daily numbers and accounts. Provide weekly updates on payroll, overtime, and overall financial performance. Support CRM migration from Caterease to Perfect Venue. Venue & Operations Support
Support a team of full-time managers and coordinate with 80+ seasonal staff. Act as a central communications hub during peak season. Collaborate with catering, banquet, logistics, and culinary leadership to ensure smooth execution. Monitor safety, sanitation, and facility standards. Report equipment or operational issues promptly. Schedule
Off-Season (Jan–Mar): Monday–Friday, 9:00am–4:30pm Peak Season (May–Oct): Extended hours, including Saturdays (9:00am–12:00pm) Flexibility: Time-off swaps available when weekends are worked Compensation & Benefits
Health Insurance 401(k) with company match Corporate card Weekly gas allowance (approx. one tank/week) Complimentary daily meal Holiday Pay (9 days annually after 30 days of employment) Paid holidays including New Year’s Day, Martin Luther King Day, Presidents Day, Good Friday, Columbus Day, Thanksgiving (2 days), Christmas Eve (½ day), Christmas Day Accrued vacation days (off-season use only) Annual Christmas bonus (based on company performance) Additional Requirements
CPR certification (company-sponsored, required) ServSafe certification (to be obtained if not already certified) Open availability, including weekends and peak event times Strong communication skills with the ability to draft clear, professional emails Team-oriented, professional, and positive attitude This is a unique opportunity to take on a pivotal administrative and event support role in a respected hospitality organization. You’ll have the chance to apply your organizational skills, financial acumen, and event coordination expertise in a dynamic environment where every detail matters and every event is designed to exceed expectations.