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Administrative Coordinator for Event Services

1 month ago

Birmingham, Birmingham, United Kingdom The NEC Group Full time

Job Summary:

The NEC Group is seeking an experienced Administrative Coordinator to join our Event Services team. As an Administrative Coordinator, you will be responsible for providing administrative support to the Event Services team, including Rigging, Technical, Facilities, and Event Management.

Key Responsibilities:

  • Maintain strong relationships with Senior Coordinators and Management of the Event Services team, offering daily support and a proactive forward-thinking approach.
  • Proactively prepare to meet monthly account deadlines, raising requisition numbers and post-event invoicing.
  • Ensure credit card expenditure and period-end data adheres to cut-off periods.
  • Ensure accurate recording and reporting of staff and agency timesheet information, keeping event and non-event documentation up to date and reported as required to their relevant areas and departments via SharePoint.
  • Raise purchase orders for event and non-event related requirements, e.g., freelance.
  • Staff, agency, materials, and equipment hire, keeping accurate up-to-date reports of budget expenditure on commitments sheets.
  • Record and report Technical, Rigging, Facilities, and Event Management hours, to ensure working time directive and annualized hour's information is accurate and available weekly.
  • Attend Ops and departmental meetings, ensuring agendas and update notes are circulated and documented, utilizing SharePoint.
  • Provide and communicate updated information onto the venues daily sheet.
  • Book services required, such as medical, Traffix, and gate staff, in line with Event Manager requirements.
  • Provide updates of duty staff rosters as requested and store in relevant areas on SharePoint.
  • Order and send out car park passes as requested by the Event Management team.
  • Provide monthly event listings for NEC site and area liaison meetings.
  • Maintain up-to-date documents on relevant departments' SharePoint sites (e.g., when venues have rebranded, or internal changes have been made, etc.).
  • Work flexibly within the annualized contract and be prepared for working weekends or as the business need requires.
  • Act as departmental point of contact while maintaining a positive approach towards internal and external departments' customers and suppliers.
  • Provide office support for the Arenas management, including the ordering of stationery and consumables and software-related items.
  • Book transport and accommodation where required for offsite visits.
  • Organize and book parking for visitors to site at both the Utilita Arena Birmingham and BP Pulse Live Arena.

Requirements:

  • Possess the ability to work autonomously with clear, assertive decision-making.
  • Must have experience of working in a similar technical administrative environment and working accurately to strict deadlines.
  • Experience of working anti-social hours and in a pressurized environment.
  • Able to adapt to a constantly changing and growing business environment.
  • Ability to multiple task projects through highly effective organizational skills.
  • Ability to understand the commercial drivers of the business.
  • Strong organizational skills with the ability to prioritize an often-conflicting workload.
  • Strong work ethic and attention to quality and detail.
  • Must be computer literate – Word, Excel, PowerPoint, Outlook, and have worked with financial/MIS packages.
  • Must have financial and budget control knowledge.
  • Must have good communication and interpersonal skills and capable of working under their own initiative with limited supervision.
  • Must be a highly motivated team player.
  • Must be literate and numerate.

What We Offer:

  • Competitive salary plus sales incentive scheme.
  • 25 days annual leave rising to 26 after one year plus all UK bank holidays.
  • Free Onsite parking.
  • Free lunch when office-based or on site.
  • Potential home working options for part of the week.
  • Pension matching up to 7%.
  • We will provide you with a Life Assurance cover if you are actively contributing to the NEC group personal pension plan and have joined at the first opportunity or within 12 months of becoming first eligible.
  • Private Medical Insurance funded by the company.
  • Employee Assistance Programme.
  • Dental, Cash Health, and Holiday Buy flexible option.
  • Exclusive Discounts and many more great benefits.

The NEC Group is committed to creating a diverse environment and is proud to be an equal opportunity employer. We do not discriminate against any employee or applicant for employment because of race, color, age, religion, gender, sexual orientation or preference, gender identity, national origin, disability status, protected veteran status, or any other characteristic protected by law.

Our customers come from all walks of life and so do we. We hire great people from a wide variety of backgrounds, not just because it's the right thing to do, but because it makes our company stronger. If you share our values and our enthusiasm, you will find a home within the NEC Group.

Should you require further assistance or require any reasonable adjustments be put in place to better support your application process, please do not hesitate to raise this with us.

Disclaimer: due to high volume of applications we receive, we reserve the right to close a vacancy earlier than the advertised date.