Administrative Coordinator - Peoria Civic Center

Position: Administrative Coordinator

Department: Executive

Reports to: General Manager                

Summary:

Legends Global, the leader in privately managed public assembly facilities, has an excellent and immediate opening for Administrative Coordinator at the Peoria Civic Center. The Adminstrative Coordinator maintains event booking data and supports the efficient operation of the business office. Rate of pay range is $19-$25 per hour, depending on experience. Benefits include paid vacation, 11 paid holidays, paid sick time, group insurance, 401k.

Essential Duties and Responsibilities:

• Maintain venue master calendar.
• Assign unique event tracking ID’s for event files.
• Respond to promoter and agent inquiries.
• Communicate with facility staff and show representatives.
• Send weekly calendar updates to promoters.
• Update booking files with post-show results.
• Create individualized contracts from templates.
• Update event data on shared drives.
• Collect insurance certificates from promoters.
• Communicate with PCCA board members on meetings and agendas.
• Take notes and minutes for PCCA, Capital committee meetings; transcribe.
• Maintain facility Purchase Order log.
• Order office supplies as needed.
• Update Sales historical data.
• Assist Finance with KPI reporting.
• Maintain venue technical packets, contact lists, and rental rates.
• Provide Box Office with show information. 
• Enter facility maintenance work orders and track completion.
• Create Safety Committee meeting agendas.
• Upload safety inspections and documents.
• Compile and transmit patron incident reports to insurance.
• Maintain monthly safety training documentation.
• Serve as a point of contact for partners/stakeholders.
• Facilitate internal communications and staff meetings.
• Serve on Employee Engagement Committee.
• Maintain bleacher rental files and communications.
• Maintain and publish employee contact listing.
• Other duties as assigned.

Supervisory Responsibilities:

• No direct reports for this position.

Minimum Qualifications:

To perform this job successfully, an individual must be able to satisfactorily perform each essential duty. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

Education and/or Experience:

• High School diploma or equivalent required.
• Degree or some college coursework in a related field preferred.

Skill and Abilities:

• Ability to work a typical Monday – Friday schedule, 9am-5pm, with some weekends and evenings as needed.
• Professional communication skills, written and verbal, with English fluency.
• Highly organized work habits.
• Ability to maintain strict confidentiality and protection of proprietary data and methods.
• Ability to pass a criminal and financial background check according to company standards.

Computer Skills:

• Proficiency with Microsoft Office Excel, Word, PowerPoint, Outlook.

Other Qualifications:

Working Conditions and Physical Demands:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

• Regular lifting of up to 25 lbs.; occasional lifting of up to 50 lbs.
• While performing the duties of this job, the employee is regularly required to move around the facility; to sit and/or stand for long hours; talk and hear.

To Apply:

Apply via Indeed.com or the Legends Global career portal.

The essential responsibilities of this position are described below the above headings. They may be subject to change at any time due to reasonable accommodation or other reasons. Also, this document in no way states or implies that these are the only duties to be performed by the employee occupying this position.

Legends Global is an Equal Opportunity/Affirmative Action employer, and encourages Women, Minorities, Individuals with Disabilities, and protected Veterans to apply. VEVRAA Federal Contractor.

Applicants who need reasonable accommodation to complete the application process may contact Legends Global Human Resources for the Peoria Civic Center at [email protected].

Legends Global is an Equal Opportunity/Affirmative Action employer, and encourages Women, Minorities, Individuals with Disabilities, and protected Veterans to apply. VEVRAA Federal Contractor.

Applicants who need reasonable accommodation to complete the application process may contact Legends Global Human Resources for the Peoria Civic Center at [email protected].