Administrative Assistant - Marketplace

Administrative Assistant

The Administrative Assistant supports the Marketplace General Manager in day-to-day operations, financial administration, vendor coordination, and event planning. This role ensures smooth marketplace operations by managing administrative tasks, maintaining accurate records, and assisting with budgets, scheduling, and compliance requirements.

Position Overview:

• Provide direct administrative support to the General Manager, including scheduling, correspondence, and document preparation.
• Maintain organized digital and physical files, logs, and records.
• Manage purchase orders, track deliveries, and assist with procurement needs.
• Oversee marketplace inventory, including supplies, equipment, and merchandise.
• Assist with payroll processing and timesheet verification.
• Balance checkbooks and reconcile accounts for accuracy.
• Manage petty cash, including documentation, disbursement, and reconciliation.
• Support budget planning, tracking, and reporting.
• Process monthly member/vendor credits and maintain accurate records.
• Create and maintain event calendars, ensuring clear communication with staff and vendors.
• Book entertainment such as live bands, performers, or special event partners.
• Prepare and manage vendor and entertainment contracts in coordination with legal requirements and policies.
• Assist with vendor communication, onboarding, and compliance documentation.
• Track and manage health certifications, permits, and marketplace compliance requirements.
• Ensure timely renewals and proper documentation for vendors and marketplace operations.
• Maintain vehicle maintenance logs and coordinate repairs or inspections as needed.
• Assist with maintenance scheduling and communication with vendors and contractors.

Qualifications:

• Previous administrative or office management experience preferred.
• Strong organizational and multitasking skills.
• Proficient with standard office software (Microsoft Office, Google Workspace, etc.).
• Excellent communication skills, both written and verbal.
• Ability to maintain confidentiality and handle sensitive financial information.
• Comfortable working in a fast-paced, customer-oriented marketplace environment.
• Detail-oriented and reliable.
• Strong problem-solving skills.
• Ability to adapt quickly and prioritize tasks.
• Friendly, professional, and team-focused.