Administrative Specialist -Facility & Show Services Specialist

The Administrative Specialist – Facility & Show Services Specialist

Responsible for coordinating, providing oversight and implementation of work order systems and purchasing processes.

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.
• Proposes 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.
• Processes calls from exhibitors related to electrical, internet, telecommunications, and other show‑related issues. Responds to exhibitor emails and/or messages.
• Processes show orders received via fax, phone, internet, mail, or other sources.
• Audits hall power usage during events.
• Staffs the Center's Exhibitor Services booth when required prior to or during events.
• Supports clients with online ordering system.
• Organizes show orders and prepares and distributes necessary spreadsheet and reports.
• Reconciles charges for services to Events Service Center (ESC) and ensures revenues are recorded and processed in a timely manner in the accounting system.
• Maintains future shows in Momentum software to enable exhibitor ordering.
• Provides monthly sales reports by show.
• Distributes work orders for installations required on EOC.
• Updates mainfest for settlements.
• Coordinates contract and repair services by placing calls, making appointments, and facilitating vendor and contractor visits.
• Inputs work orders and distributes to department leads and manager for assignment.
• Maintains system inventories to par levels and orders 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.
• Liaises to purchasing to create and maintain department related master agreements and quotes.
• Produces accurate and timely reports related to maintenance and utility service functions.
• Maintains an accurate filing system.
• Works irregular hours as dictated by event preparation and facility utilization.
• Demonstrates flexibility in dealing effectively with unscheduled events/changed priorities/incomplete information.
• Adjusts priorities and responds with a sense of urgency to matters of importance. Keeps management promptly and fully informed of any situation that requires immediate management attention.
• Maintains positive working relationships with customers, service contractors, suppliers, and companies doing business with Ocean Center to promote coordinated services to clients.
• Supports the mission, vision and objectives of the Ocean Center and supports and implements management decisions.
• Acts 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…