POSITION:                      Office Coordinator

DEPARTMENT:             Administration

REPORTS TO:                 Human Resources Manager

FLSA STATUS:               Salaried Non-Exempt

Summary

As the world’s leading venue management company and producer of live event experiences, ASM Global is the preeminent management and content partner with over 350 venues worldwide. Operating and investing in the world’s most important stadiums, arenas, convention centers, and theaters requires unmatched dedication and the most profound expertise. Our focus is YOU! Through investments in growth, resources, and technology we strive to enhance the experience of our internal Team Members and to continue creating amazing live experiences for the guests that we serve.

ASM Global has an excellent and immediate opening for an Office Coordinator, located in the Corporate Office in West Conshohocken, PA. This individual will be responsible for maintaining all aspects of the office suites of ASM Global in the Four Falls building. This is a 100% in office role.

Essential Duties and Responsibilities

Office Support:

Reads and routes incoming mail. Locates and attaches appropriate file to correspondence to be answered by Director or Manager.

Liaise with the building management.

Ordering and maintain inventory levels of (including but not limited to):

Office supplies

Mail supplies including FedEx and postage.

Kitchens supplies.

Maintains relationships with outside vendors for the office (including but not limited to):

Plants

Water

Iron Mountain

Vending

Composes routine correspondence

Expense Reporting

Organizes and maintains file system, correspondence, and other records.

Answers and screens Senior Staff member's telephone calls and arranges conference calls.

Coordinates and maintains senior staff member's schedule and makes appointments.

Greets scheduled visitors and directs to appropriate area or person.

Arranges and coordinates travel schedules and reservations.

Coordinates and arranges executive staff and other meetings, prepares agendas, reserves, and prepares meeting location, and records and transcribes minutes of meetings.

Acts as a Liaison between clients, corporate office, and facilities.

Handles sensitive and highly confidential material.

Makes copies of correspondence or other printed materials.

Prepares outgoing mail and correspondence, including e-mail and faxes.

Handles all other aspects of administrative duties.

Procurement Support:

Create multiple weekly communication flyers in tools such as Canva and IT streaming platform.

Manage procurement teams task status updates- work through completing tasks like such as vendor forms, seeing if checklist implementation tasks completed, etc.

Manage VP of Procurement’s calendar and booking flights and Concur reconciliation. 

Organization of Operations and Procurement conference tasks like buying swag bag items, finding entertainment for the conference, etc.

Work with Conference vendors to document sponsorship and send thank you communications to vendors.

Assist/oversee the Procurement interns work and responsibilities throughout the week.

Qualifications

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

Education and/or Experience

High School diploma or G.E.D.

Two to three years related experience and/or training, or equivalent combination of education and experience.

Skills and Abilities

Concur software experience a plus!

Ability to use all office equipment, computer, calculator, fax machines, copy machines.

Ability to prioritize and handle multiple tasks simultaneously.

Excellent communication, problem solving and organizational skills.

Excellent customer service and public relations skills

Computer Skills

To perform this job successfully, an individual must be proficient in Microsoft products, including Word, Excel, PowerPoint, and Outlook.

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 accommodations may be made to enable individuals with disabilities to perform the essential functions.

NOTE:

The essential responsibilities of this position are described under the headings above. 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.

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