This position provides highly skilled coordination and management of office operations for Maverik Center, which includes front office receptionist, answering and following up on incoming calls, contract administrator for venue rental and show contracts, maintaining official event files, general office management responsibilities, and administrative support for executive staff, as needed.
Performs general clerical and administrative tasks, including organization of files, managing multi-line phone system to screen and direct calls promptly while maintaining professionalism, maintaining a clean and organized reception area, organizing meetings, preparing agendas, typing letters, creating forms, monitoring and ordering office supplies, running errands, and purchasing/leasing necessary office equipment
Designs and maintains an effective system of internal controls concerning records retention for event files, event contracts, event insurance, event payments, and other general office files
Maintains the Event Booking calendar, to verify and hold dates for concerts, sporting, and family events, meeting space, and other future events requested by promoters and event
organizers
Serves as the contract administrator for event contracts, including preparing contracts and supporting documents, sending contracts for necessary signatures, and tracking the status of contracts and their required documents and deposit payments
Responsible for delivering quality customer service of the Maverik Center front office, which includes answering phones, monitoring the general email inbox, and responding to customer and guest questions in a professional and timely manner
Responsible for accurately distributing mail to the appropriate departments, managing and tracking outgoing mail and shipments
Other duties as assigned
Qualifications:
Demonstrated knowledge of telephone etiquette; basic knowledge of techniques used in good public relations; knowledge of office procedures. Exceptional verbal and written communication skills to handle client and patron interactions in a professional manner. Ability to handle sensitive information with discretion and maintain confidentiality. Previous receptionist experience in a similar working environment and a high school diploma.
Preferred Qualifications:
Five (5) years of upper-level administrative/clerical experience. Previous experience in entertainment or event venue setting. Post-secondary education is a plus.
Knowledge, Skills, and Abilities:
Proficiency with Microsoft Office products, including Word, Excel, and PowerPoint, and Google Workspace. Ability to prioritize workload for timely completion of important tasks. Ability to create professional business correspondence, including drafting letters and emails. Professional demeanor and dress.
Reasonable accommodations will be considered for those with disabilities.
Working Conditions:
General office setting. Primarily sedentary, working at a desk. Frequent computer, phone, and office equipment use. Work environment may be noisy or distracting during events. Standard working hours are Monday-Friday, 8:00 AM - 5:00 PM, with occasional after hours, weekend, or holidays, as needed.
Compensation:
$20-$25/hr, depending upon qualifications
