Administrative Specialist -Facility & Show Services Specialist

The Administrative Specialist
- Working title:

Facility & Show Services Specialist will be responsible for coordinating, providing oversight and implementation of work order systems and purchasing processes.

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Note:

These are intended only as illustrations of the various type of work performed. The omission of specific duties does not exclude them from the position.)

• Coordinates office services, personnel, budget preparation, and records control.
• Studies management methods in order to improve workflow, simplify reporting procedures or implementing cost reductions.
• Propose policies for division operations.
• Analyzes data and makes recommendations based on analysis.
• Initiates projects and works independent of close supervision.
• Analyzes unit operating practices such as record keeping systems, overtime usage, forms control, personnel and budgetary requirements to create new systems or revise established procedures.
• Process calls from exhibitors related to electrical, internet, telecommunications, and other show‑related issues. Respond to exhibitor emails and/or messages.
• Process show orders received via fax, phone, internet, mail, or other sources.
• Audit hall power usage during events.
• Staff the Center's Exhibitor Services booth when required prior to or during events.
• Supports clients with online ordering system,
• Organize show orders and prepare and distribute necessary spreadsheet and reports.
• Reconcile charges for services to Events Service Center (ESC) and ensure revenues are recorded and processed in a timely manner in the accounting system.
• Maintain future shows in Momentum software to enable exhibitor ordering.
• Provide monthly sales reports by show.
• Distribute work orders for installations required on EOC.
• Update mainfests for settlements.
• Coordinating contract and repair services by placing calls, making appointments, and facilitating vendor and contactor visits.
• Input work orders and distribute to department leads and manager for assignment,
• Maintain system inventories to par levels and order accordingly.
• Assists Special Project Coordinator with budget and personnel activities, to include staff schedules, work orders for information systems (Momentus, Lucity, EOC),
• Coordinates administrative functions for facilities maintenance and show services.
• Ensures accuracy of invoices and proposals in accordance with contracts.
• Liaison to purchasing to create and maintain department related master agreements and quotes.
• Produce accurate and timely reports related to maintenance and utility service functions.
• Maintain an accurate filing system.
• Works irregular hours as dictated by event preparation and facility utilization.
• Demonstrate flexibility in dealing effectively with unscheduled events/changed priorities/incomplete information.
• Adjust priorities and respond with a sense of urgency to matters of importance. Keep management promptly and fully informed of any situation that requires immediate management attention.
• Maintain positive working relationships with customers, service contractors, suppliers, and companies and firms doing business with Ocean Center, to promote coordinated services to clients.
• Support the mission, vision and objectives of the Ocean Center and support and implement management decisions.
• Act as a team player, working with other departments to realize shared goals and objectives.
• May be required to supervise subordinate staff.
• Performs special projects as directed.
• May be assigned to other county locations based upon operational needs.
• Attends work on a regular and consistent basis.
• Must adhere to Federal, State, County and Local ordinances.
• Responds to emergency situations.
• Performs other duties as assigned.

Six (6) years of experience in Business Administration, Public Administration, Political Science, Social Services or equivalent experience.

OR

Bachelor's degree in Business Administration, Public Administration, Political Science, Social Services, or related field, and two (2) years administrative experience or equivalent experience.

A comparable amount of experience, training or education may be substituted for the minimum requirements.

May be required to possess and maintain a valid Florida…