Overview
Urgently Hiring a TEMP Admin Assistant Jobs in Fort Worth, TX at AWG, Inc.
Summary
The ideal candidate has a desire to learn the event industry. Ensure supervisor has accurate and efficient clerical and administrative support. Maintain an open line of communication between Resort Departments. Schedule appointments, answer incoming phone calls and inquiries, provide clerical support to director and sales designers. Assist in sales process of invitations, marketing, and sales solicitation. Relieving supervisor of minor administrative and business details. Manages all staff scheduling, attendance of courses, follow ups for the director, manages the office system and team for consistency.
Essential Functions
Job duties include, although are not limited to:
Ensure all proposals are typed accurately and sent to clients on a timely basis.
Schedule and coordinate appointments for sales team and confirm.
Ensure all managers receive the proper assistance to complete their jobs. Assist with signed contract receiving, proper payment documentation and arrangements.
Ensure the physical office environment is neat and always organized.
Take ownership of responsibilities and tasks and be accountable for all actions and interactions.
Remain flexible in a demanding, events focused environment. Welcome new tasks, training and responsibilities as assigned.
Be a positive contributor to the daily team environment and success of the team and its financial objectives.
Proficient at all Microsoft Office applications a must. Excel essential.
Daily manage the forecast process and be certain it is up to date and accurate daily.
Review all beos for any bbd changes or opportunities and direct to appropriate manager if needed.
Keep all masters up to date and all changes neat and legible.
Direct other admins to ensure change accuracy as well as proposal distribution and payments.
Work In Unifocus to load scheduling and make changes as necessary/conduct reports.
Organize the monthly staff mtg with the director to insure we have covered all topics required.
Follow up on all Directors projects with the team member to make sure our department is kept up to date.
Handle birthday card, staff mtg, office party updates for director.
Assist Director with projects as needed.
Support sales designer with vision boards, proposals and presentations.
Maintain filing system for incoming and outgoing paper flow.
Prepares all documentation for Tuesday’s meeting to include all up to date information for sales tea including beo’s, guarantees, master account numbers and floor plans for all jobs.
Keep work area organized, ensuring sufficient office supplies are maintained.
Track and maintain all pictures of events. Photo directory to be kept up to date at all times.
Uploading to brandsfolder and assist with photo organization.
Accept and check all incoming vendor orders if necessary.
Compose and type routine correspondence, including work orders, memorandums and prepare production changes.
Contacting vendors for missing and/or late products.
Maintain a safe working environment. Report and correct, if possible, any unsafe acts or conditions.
Perform other related duties as assigned or requested by supervisors/managers.
Internal Relationships
Reports to Director and Sales Manager, assists BBD managers as well as all dept managers when needed
External Relationships
Handle all fire marshal permits. Work closely with city and fire marshall to secure approval for all permits and staffing required for events.
Answer all calls in a friendly and professional manner, providing information, taking accurate messages or route calls accordingly.
Handle Photo Shoots for hotel guests and club members by coordinating paperwork, insurance and payments.
Greet visitors; ascertain nature of business and conduct to the appropriate person.
Handle all guest/client complaints and inquiries in a courteous, effective manner or route accordingly.
Answer phone calls with any inquiries, and forward to appropriate individuals.
Maintain operations information,
pricing, clients and vendors confidential.
Coordinate appointments and scheduling of events on the calendar.
Qualifications
Ability to manage multiple simultaneous projects and work assignments under pressure and deadlines.
Oral and Written communication
Be a leader and oversee office team and productivity.
Detailed Oriented
Ability to create and support managers with power point presentations and canva.
Above average proficiency in Microsoft Office and other computer programs
Ability to work in a fast-paced environment.
Education/Experience Requirements
High School diploma
GED preferred.
Minimum 2 years’ experience in clerical. Typing at 65WPM, letter composition, word and excel experience with MS Word, Photo Shop and up to date computer skills including twitter, eblasts and blogging.
Understand/Speak/Read/Write English fluently.
Excellent communication and presentation skills.
Occasionally lift/carry up to 50 lbs.
Physical Requirements
Must be able to sit, stand, stoop or bend for duration of shift (at least 8 hours)
Must be able to lift, carry up to 20+ lbs.
In the United States we are proud to be an EEO/AA employer M/F/D/V. We maintain a drug-free workplace and perform pre-employment substance abuse testing.
Title: Urgently Hiring a TEMP Admin Assistant
Company: AWG, Inc.
Location: Fort Worth, TX
