Administrative Coordinator

Job Title : Administrative Coordinator

Job Location : Saint Petersburg, FL-33716

Job Duration : 4 months contract

• Opportunity for extension or conversion based on attendance / performance
• Local candidates only- full time onsite role St. Petersburg, FL
• Must have a minimum of 2 years of recent clerical or administrative experience

Primary Duties & Responsibilities :

Support the VP's and Meeting Event Planners - printing name badges for participants (must know how to merge documents in order to print badges and labels)

Must be able to reconcile the invoices from the Event Meeting and enter the expenses into Client’s expense system (Chrome River).

Some basic accounting and reconciliation will be required

Basic phone skills ability to answer basic questions, take messages, forward calls, respond to general client inquiries

Opening Boxes and organize items / packing and mailing boxes for the events / organizing meeting and events storage room

Manage the department's general email; respond / follow up on email correspondence in a timely manner

Assisting meeting planners prep for conferences (projects, packing, shipping)

This is a very busy position, this person will not just be sitting answering phones (see all duties outlined in this description)

General :

Execute instructions and request clarification when necessary.

Provide courteous, timely service when addressing client questions and concerns.

Speak clearly and concisely.

Convey information clearly and effectively through both formal and informal documents.

Constructively work under stress and pressure when faced with high workloads and deadlines.

Works cohesively and cooperates with others.

Ability to work independently with minimal supervision.

Skills : Skills

Skills

Must be extremely organized and focused

Time management skills sufficient to prioritize workload, handle multiple tasks, and meet deadlines.

Intermediate skills with MS Office suite, especially Microsoft Excel - candidate must know how to merge 2 different reports within the tool

Database Mgmt.

Basic mathematical calculations

Microsoft Outlook

Must be able to lift and move boxes

Experience with handling expenses, paying invoices, and reconciliations

Phone skills- answering phone and transferring calls professionally

Prior experience working with Event Planning Teams is a plus

Education :

Minimum of High School Diploma or Equivalent