Manager, Office Administration - WTA Tour, Inc. (St. Petersburg · FL)

WTA Tour, Inc.
Jobs in St. Petersburg · FL
Administration/General Management: Office Manager
Summary:   
Manager, Office Administration is responsible for ensuring smooth daily operations of the Florida corporate headquarters.
*** This is an in-person role at the WTA St. Pete Headquarters. ***
 
Office Responsibilities
  •  Oversee front reception and daily office operations at the WTA corporate headquarters, including but not limited to, opening, and closing the office, answering the phone, distributing mail, shipping, monitoring inventory of office, kitchen, and meeting supplies, managing off-site storage, greeting vendors, etc.
  •  Point person from the office daily to field all administrative inquiries from employees, vendors, and guests.
  •  Ensure the physical office space and storage rooms are consistently tidy and functional.
  •  Manage office branding and space requirements.
  •  Identify and implement new office procedures which maximize efficiency. 
  •  Act as the main liaison between the WTA and office vendors.
  •  Negotiate new contracts and contract renewals with office vendors and maintain a working knowledge of all contractual obligations. 
  •  Liaise with City Center over building related communication and issues.
  • Brainstorm, organize, and implement staff engagement and appreciation initiatives. 
  •  Implement staff seating and parking assignments. 
  •  Maintain department’s policies and procedures by regularly revising for continued accuracy.
  •  Oversee company Trophy Whereabouts Program. 

On behalf of the CEO and COO:
  •   Manage global travel arrangements such as flights, accommodations, transportation, meals, and on-site credentials. 
  •  Summarize travel by creating detailed travel itineraries. 
  •   Prepare, reconcile, and submit expense reports. 
  •   Coordinate complex scheduling and calendar management.
  •   Prioritize and escalate various issues to the executives in an appropriate and professional manner.
  •   Maintain various records and documents. 
  •   Draft and handle correspondence. 
  •   Produce reports and presentations. 
  •  Maintain confidentiality when handling highly sensitive information.
  •  Support the Director, Security as required and prepare monthly expense report. 
  •  Perform various executive tasks as required.

Corporate Meetings & Hospitality
  •   Coordinate logistics of local and in-office meetings, retreats, and special events, including but not limited to, food & beverage, audio visual, accommodations, transportation, gifting, dinner reservations, local entertainment, etc. 
  •   Manage conference room usage from the corporate headquarters. 
  •   Conceptualize, source, and order branded gifting and wrapping supplies.

Accounting Responsibilities and Reporting
  • Settle bi-monthly payments for office vendors on the company credit card.
  • Process invoices for payment with Accounts Payable.
  •  On a monthly basis, reconcile credit card statements and miscellaneous reports or backup documentation as required. 
  • Maintain a working knowledge of department’s spending trends, codes, and habits. 

Special Projects
  •  Track global employee whereabouts for all tournament related travel.
  • Liaise with Human Resources to prepare admin related documentation for onboarding platforms. 
  •   Assist Human Resources with employee on and off-boarding procedures.
  • Responsible for Global Ticketing Program.
  • Special projects conducted cross-departmentally as assigned. 

Education and Experience:
  • College Degree required, minimum of two years in an office environment or the equivalent combination of education and experience.

Required Skills and Competencies:
  • Intrinsically motivated and can exercise good judgment autonomously. 
  • Demonstrates professional demeanor.
  • Excellent organizational and follow–through skills.
  • Outstanding problem-solving skills with the ability to manage multiple tasks in a fast-paced environment.
  • Strong oral and written communication skills.
  • High attention to detail.
  • Takes initiative and is a frequent leader. 
  •  Fluent in Microsoft Office applications (Word, Excel, Outlook, PowerPoint, Teams, SharePoint, etc.)
  •  Service oriented; customer service experience preferred.
  • Available to work occasional evenings and weekends.
  •  Uphold WTA Core Values: Be Progressive, Collaborative, Passionate, and show Integrity. These core values set the tone in everything we do, help us succeed on and off the court, make a difference in the community and create a premier, compelling global sport entertainment experience.  It is important that the person in the position commits themselves to these core values so that we can constantly move forward in the same direction – Together.
Travel Requirements:
None
Supervisory Responsibilities: 
Yes – Administrative Assistant, Office Administration
Position Type/Work Schedule:
Full Time, 40 hours a week. Typical schedule will be Monday-Friday. 
Work Environment/Physical Demands: 
Work environment characteristics described here are representative of those that must be met by the 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.
 
Working Conditions
The noise level in the work environment is usually quiet to moderate. The passage of employees through the work area is average and normal.
 
Physical Demands
The employee is required to sit for long periods; use close/distant vision; hear using the telephone; bend at the waist and knee; communicate verbally and electronically with worldwide constituency; use hands and fingers to operate a computer and telephone keyboard. Must be able to lift 50 lbs. 
 
The WTA is an Equal Opportunity Employer.
 
We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, national origin, sex, sexual orientation, age, disability, gender identity, marital or veteran status, or any other protected class.

Job Questions:

  1. What salary range are you looking for? (Range required)

  2. Will you now or in the future require visa sponsorship?

  3. Are you legally eligible to work in the United States?

  4. Are you located in the Tampa Bay area and open to full time in office?

  5. Do you have management and executive assistant experience? Please explain

  6. Do you have experience setting up travel?