Administrative Assistant - The Miami Beach Convention Center

Administrative Assistant

Position Overview: The Administrative Assistant provides administrative support to operations primarily in the areas of billing and procurement by efficiently executing procedures and processes to meet business objectives and customer expectations. Enters data, supplies information, produces correspondence, and acts as the inbound receptionist for all customer calls and inquires. This position reports to the Director, Event Technology.

Key Job Responsibilities:

• Billing
• Routinely check orders for accuracy so they are ready to invoice.
• Prepares billing reports daily and submits them to the hotel for reconciliation.
• Handles billing disputes and discrepancies and communicates resolution to all parties.
• Purchase Orders
• Processes invoices from vendors by entering them into Encore's procurement system to create a Purchase Order.
• Sends copy of invoice and purchase order to vendor for reconciliation.
• Maintains and tracks POs for reconciliation.
• Data Entry
• Records all equipment being utilized at the location for room set specifications and coordination.
• Enters customer contact information and details into CRM system.
• Enters payments received directly from exhibit customers into the billing system and reconciles.
• Customer Support
• Acts as primarily phone receptionist for inbound calls and inquires to the department and responds promptly to their needs.
• Processes Exhibit Orders and payments.
• Creates labels for shipping and coordinates with property shipping department for all shipping and receiving.

Job Qualifications:

• High School Diploma/GED
• Computer proficiency in Microsoft Office and Web based applications
• Professional proactive demeanor
• Excellent written and verbal communications skills
• Hospitality experience preferred
• 1+ year experience in an administrative support role.

Competency Group: This section consists of the Competency Group Number that is assigned to the job. Each job at Encore is tied to one of six competency groups. The Competency Group will be determined based on the roles and responsibilities that are required for that job title.

Work Environment: Hotel Work is performed in a hotel/convention center environment with moderate exposure to outdoor temperatures and to dirt, sand and/or dust. The working conditions will vary between moderately quiet to noisy volumes. Team members will use high-end audio-visual equipment and electrical components and will be exposed to heights via lifts and ladders. Team members may be asked to work in multiple hotel locations. Working times will include irregular hours and on-call status including days, evenings, weekends, and holidays. Team members must adhere to appearance guidelines as defined by Encore based on an individual hotel or a representation of hotels in that city or area.