JOB SUMMARY:
Supports the Technical Entertainment division, including leadership and executives to provide planning, logistics, and execution support. Responsible for completing elevated financial requests and office ambassador duties with limited supervision. Provides guidance and continued training for Technical Entertainment Coordinators and acts as backfill, when needed.
MAJOR RESPONSIBILITIES:
ADMINISTRATIVE
Supports the procurement of goods and services necessary for the assigned Technical Entertainment team, carefully tracking and entering all items, to include Purchase Orders and Discretionary Work Orders, into required corporate financial tracking systems, such as SNAP and Maximo. Generates spreadsheets or other documentation as required to keep track of purchases and, where possible, predict future purchases.
Works closely with vendors and internal partners to request quotes based on projects, events, and other misc. needed scope.
Point of contact for all Technical Entertainment SNAP payment requests.
Fields questions and assists management and coordinators in troubleshooting purchasing systems.
Acts as backfill for other Technical Entertainment Coordinators and Executive Assistant to the Vice President.
Attends meetings/walkthroughs as needed either with manager/supervisor or in place of manager/supervisor when needed.
Assists executive leadership and senior management in brainstorming and planning TSAT recognition opportunities.
Works with leadership on establishing a TSAT recognition budget and adheres to budget guidelines.
Works directly with vendors when needed for event planning needs. Point person for even day of set up, execution, and break down.
OFFICE AMBASSADOR
Point of contact for new and renewing software requests for technical entertainment. Initiates and drives vetting process for new software needing company approval, as needed.
Requests various access and collects necessary information needed to assist hourly team members, coordinators, management, and executives.
Inputs drive on requests for executive leadership, management, and vendors.
Completes new and existing desk phone programming and replacements. Tracks phone inventory and places orders when needed. Troubleshoots and maintains devices across 4 locations.
Completes cell phone requests for new hires, loaner needs, and replacement devices.
Supports laptop request and replacement needs for both standard and non-standard requests for hourly team members and leadership.
DOCUMENTATION & REPORTING
Creates and maintains official Technical Entertainment documentation to include Standard Operating Procedures, work guides, and other such documents.
Uses technical knowledge of current department needs to create, compile, and update informational reports needed to facilitate executives and management of Technical Entertainment projects and/or efforts. Such documentation may include overviews of technical elements and maintenance data by component that indicates mean time between failures trended over time that can be trended to determine predictive maintenance cycles, training levels team member and venue to facilitate decisions on cross-training opportunities.
Captures detailed and at times confidential notes from all brainstorming, conceptual, and/or event meetings.
SCHEDULE SUPPORT
Completes scheduling functions including, but not limited to schedule creation, shift swaps, adding/removing shifts, adding charge codes and job codes, communicating scheduling changes with Team Members, and creating/sending staffing updates.
Informs management of resource limitations and timecard anomalies.
Tracks hourly labor spends against budget, advising management of any trends with negative impacts.
Tracks and reports overtime to stay within departmental guidance and to ensure fairness of overtime distribution on a weekly basis.
TRAINING & ONBOARDING
Assists with new full time and TA coordinator training. Fields questions and assists with continued on the job training for other coordinators, as needed.
Creates step by step documentation for job responsibilities for other current technical coordinators.
Works directly with talent development team for incoming hourly and management team members and start dates to properly plan for onboarding.
Point person for department meet and greet portion of onboarding for the division. Including scheduling meet and greets with management and executive leadership, as needed.
Collects and communicates expectations after orientation days for new hires.
Creates and sends new hire communications to executives and leadership.
COMPLIANCE SUPPORT
Monitor department Safety and Compliance Training identifying team member training needs. Schedules, enrolls, and communicates with affected Technical Entertainment and/or operational venues for training attendance.
Understands and actively participates in Environmental, Health & Safety responsibilities by following established UO policy, procedures, training and team member involvement activities.
Performs other duties as assigned.
EDUCATION:
High school degree or GED required.
Associate's degree or Bachelor's degree in related field preferred.
EXPERIENCE:
4+ years of experience in entertainment, hospitality, and/or technical fields preferred
; or equivalent combination of education and experience.
Your talent, skills and experience will be rewarded with a competitive compensation package.
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