Administrative Assistant - Schiller Park, IL

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. This role performs tasks such as Entering data, supplying information, producing correspondence, and acting as the inbound receptionist for all customer calls and inquiries. This position reports to either the Director, Event Technology, or the Manager, EIS Support.

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

• In venue admins record all equipment being utilized at the location for room set specifications and coordination.
• Admins supporting EIS maintains records of ordered equipment and tracking information.
• Enters data such as contact and equipment information into Encore systems and databases.
• Enters payments received directly from exhibit customers into the billing system and reconciles.

Customer Support

• Acts as primarily phone receptionist for inbound calls and inquiries, as needed.
• Admins may processs Exhibit Orders and payments.
• Creates labels for shipping and coordinates with property shipping department for all shipping and receiving.
• Perform administrative duties as assigned to support the office.

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

Deliver World Class Service

• Hospitality
• Ownership

Do The Right Thing

• Instills Trust
• Safety Conscious

Drive Results

• Action Oriented

See The Big Picture

• Tech Savvy

Value People

• Communicates Effectively

For more information on our Competency Group, refer to the Competency Based Talent Management page on Encore Connect by searching for the title or copy & pasting this URL Link: (https://psav.sharepoint.com/sites/HR/SitePages/Competency-Supported-Talent-Management.aspx).

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.

Office

Work is performed primarily in an office environment. Working times may 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 in an office environment and when traveling, on an individual venue or a representation of venues in that city or area.

The above information on this description is not necessarily an exhaustive list of all responsibilities, duties, skills, efforts, requirements or working conditions associated with the job. While this is intended to be an accurate reflection of the current job, management reserves the right to revise the job or to require that other or different tasks be performed as assigned.

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