{"id":3921378,"url":"https://alion.io/job/legends-global-administrative-coordinator","title":"Administrative Coordinator","company":{"id":45447,"name":"Legends Global","domain":"legendsglobal.com","url":"https://alion.io/company/legends-global","size_band":"1001-5000","is_staffing_agency":false,"employer_type":"direct","is_intermediary":false,"listed_via":null,"ats_vendor":"Workday","truth_index":{"grade":"B","score":76,"open_postings":1799,"ghost_share":0.399,"stale_share":0,"repost_share":0,"time_to_fill_p50_days":49,"computed_at":"2026-11-07T05:47:08Z"}},"role":"Administrative","role_family":"Administrative","seniority":"junior","employment_type":"full_time","work_mode":"on_site","remote_scope":null,"remote_scope_basis":null,"remote_working_hours":null,"hiring_geo_confidence":"structured","locations":["El Paso, United States"],"countries":["US"],"hiring_countries":[],"hiring_countries_total":0,"salary":null,"salary_estimate":null,"experience_years_min":1,"visa_sponsorship":false,"relocation_package":false,"has_equity":false,"technologies":[{"name":"Microsoft Office","optional":true}],"status":"live","first_seen_at":"2026-11-05T00:00:00Z","employer_posted_date":"2026-11-05","last_verified_at":"2026-11-07T20:33:13Z","board_verified":true,"closed_at":null,"days_open":3,"trust":{"level":"ok","repost_count":null,"flags":[],"days_open":3},"description":"Under immediate supervision, this position is responsible for assisting the Event Services Department with all administrative departmental duties including but not limited to: scheduling, invoice processing, ordering of supplies and equipment, post event accounting, generating reports, phone calls, calendar management, and management of the exhibitor service booth for trade shows and expos.\nMAJOR RESPONSIBILITIES:\nReports to the Director of Event Services\nAssist Director of Event Services with all financial clerical requirements to provide consistent and timely reporting of all financial needs on or before deadline requirements.\nAssist all members of the Event Services team including Event Managers, Event Coordinators, Special Events Manager and Special Events Coordinator with administrative and clerical duties.\nCreate weekly Event Staff schedule.\nProcess, submit, and track all department invoices for payment in a timely manner.\nWork closely with event management team to deliver venue services to tradeshow, convention and expo clients.\nManage vendor aspects for incoming events; coordinate the selling of exhibitor services and manage the vendor service booth during tradeshow load-in days. \nManage administrative duties for the Event Services team, including checking requests, ordering event materials, and coordinating needs with internal departments.\nWork with event management team to track timely submittal of event close-out folders.\nManage inventory of team uniforms: Ordering new items as necessary and maintaining the dry cleaning of current inventory.\nWork with the Director to generate monthly event reports.\nTrack monthly event revenue and attendance for internally produced special events.\nTrack and manage merchandise sales and payments from concerts\nProcess client payments and submit checks to the finance department daily.\nOrder linen for all events when necessary.\nManage relationships with all existing vendors.\nProcess and add new vendors into the system for payment.\nTrack all newly booked events and work with Director of Event Services for assignments.\nManage calendar and expense reports for Director of Event Services.\nBook meeting spaces for team members as needed.\nImplement organizational systems to improve the efficiency of the department.\nThis is not an event-based position; this is an administrative office-based position. Help with special internal events as needed.\nOther duties as assigned.\nQUALIFICATIONS:\nTo perform this job successfully, an individual must be able to perform each essential duty satisfactorily.\nThe requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.\nEDUCATION AND/OR EXPERIENCE:\nBachelor’s degree (B.A.) from a four-year college or university is highly desirable; 1 to 2 years related experience and/or training or equivalent combination of education and experience.\nKnowledge, Skills & Abilities:\nExcellent organizational, planning, communication, and interpersonal skills.\nStrong orientation to customer service and ability to work with other staff members in the facility.\nAdvanced oral and written communication skills.\nResults oriented individual with the ability to meet required deadlines.\nAbility to undertake and complete multiple tasks.\nAbility to utilize resources of technology\nAttention to detail and service oriented.\nAbility to develop and maintain vendor relationships.\nMust have valid driver’s license\nBilingual English/Spanish preferred.\nComputer Skills:\nComputer skills to include Microsoft Office Suite and POS System experience preferred.\nWorking Conditions:\nWorks mostly in the office area but will include working on trade show and expo event floor as needed for service booth management.\nMinimal assistance at client events when necessary.\nPhysical Demands:\nWhile performing the duties of this job, the employee is regularly required to move around the facility; to stand for long hours during events; talk and hear. This position may require work inside or outside of the building, as needed by events. This position requires minimal stooping and lifting. Some standing, walking and manual dexterity to operate office equipment such as a computer is required.\nWORKING CONDITIONS:\nActivities occur both inside and outside the facility; some exposure to adverse weather conditions; ability to work extended hours, as needed, which may include nights or weekends.\nLegends Global is an Equal Opportunity/Affirmative Action employer, and encourages Women, Minorities, Individuals with Disabilities, and protected Veterans to apply. 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