Administrative Assistant - FirstBank Amphitheater

ASM Global; United States; On-site; USD 45,000 - 65,000; Full time

Job summary

Legends Hospitality, LLC is seeking an experienced office administrator to support payroll, data entry, and general office operations. You will maintain timesheets, process reports, and assist with events and staffing coordination.

The ideal candidate has an associate degree or 3 years accounting experience, payroll background, strong MS Office skills, and the ability to work flexible hours including nights and weekends in a hospitality environment. Travel to Dallas may be required.

Qualifications

• Associate’s Degree or three years of accounting experience required.
• Payroll experience required.
• Experience in the hospitality industry is a plus.
• Experience in office management principles and procedures.
• Proficient in MS Word, Excel, Outlook, PowerPoint, database, and internet search skills.
• Ability to perform duties above expectations with little supervision.
• Professional demeanor with the aptitude to interact with poise and uphold the company name.
• Strong written and verbal communication skills.
• Hours may be extended or irregular to include nights, weekends, and holidays.
• Travel to our second venue in Dallas may be required.
• Excellent organizational skills and ability to participate in a team environment.
• Practice safe work habits, follow all safety policies, procedures, and regulations, complete company-wide safety training and any additional job specific safety training.

Responsibilities

• Maintain timesheets and data entry of payroll.
• Complete tip reporting functions.
• Send all payroll reports to appropriate management for review each week.
• Maintain strict payroll deadlines.
• Complete time sheets for temporary employees and email them to appropriate personnel.
• Assist with checking in employees, temps, and other staff/vendors before events/concerts.
• Maintain calendar, arrange appointments, and coordinate on projects with the Management Team.
• Maintain a variety of files and records of information and serve as keeper of the records for all current and closed files within the office.
• Place and answer phone calls, take accurate messages, direct inquiries appropriately, and greet and direct visitors.
• Maintain inventory of office supplies.
• Monitor office equipment for proper functioning and arrange repairs if needed.

Skills

Payroll experience

Accounting knowledge

Office management

Strong communication

Detail-oriented

Education

Associate’s Degree or 3 years accounting experience

Tools

Excel

Word

Outlook

PowerPoint

Database

Internet search

Job description

Role Overview

The role provides office services by implementing administrative systems, procedures, policies, and monitoring administrative projects.

Responsibilities

• Maintain timesheets and data entry of payroll.
• Complete tip reporting functions.
• Send all payroll reports to appropriate management for review each week.
• Maintain strict payroll deadlines.
• Complete time sheets for temporary employees and email them to appropriate personnel.
• Assist with checking in employees, temps, and other staff/vendors before events/concerts.
• Maintain calendar, arrange appointments, and coordinate on projects with the Management Team.
• Maintain a variety of files and records of information (e.g., attendance, event files, employee files, vendor files) and serve as keeper of the records for all current and closed files within the office.
• Place and answer phone calls, take accurate messages, direct inquiries appropriately, and greet and direct visitors.
• Maintain inventory of office supplies.
• Monitor office equipment (printers, scanners, computers, etc.) for proper functioning and arrange repairs if needed.
• Retrieve, screen, and deliver mail correspondence.
• Coordinate FedEx and UPS mailings.
• Draft letters, reports, and other correspondence in a timely, accurate manner.
• Complete a variety of reports for management (must be proficient in Excel/Word).
• Enforce and implement corporate policies and procedures and remain well informed of all office functions.
• Incorporate duties of other positions, including, but not limited to, Accounting Clerk, Scheduling Coordinator, and Payroll Clerk.
• Assist with accounts payable, scanning files to management, and other functions.
• Assist in analyzing/reviewing vendor statements for accuracy and resolve problems as necessary.
• Maintain product receiving log.
• Contribute to the team atmosphere of Legends.
• Perform other related duties, tasks, and responsibilities, and special projects as required from time to time.
• Maintain flexible working hours; some nights and weekends will be required.

Qualifications

• Associate’s Degree or three years of accounting experience required.
• Payroll experience required.
• Experience in the hospitality industry is a plus.
• Experience in office management principles and procedures.
• Proficient in MS Word, Excel, Outlook, PowerPoint, database, and internet search skills.
• Ability to perform duties above expectations with little supervision.
• Professional demeanor with the aptitude to interact with poise and uphold the company name.
• Strong written and verbal communication skills.
• Ability to follow direction and then instruct others to follow those directions.
• Hours may be extended or irregular to include nights, weekends, and holidays.
• Travel to our second venue in Dallas may be required.
• Excellent organizational skills and ability to participate in a team environment.
• Practice safe work habits, follow all safety policies, procedures, and regulations, complete company-wide safety training and any additional job specific safety training.

Equal Opportunity Statement

Legends Global is an Equal Opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, age, national origin, disability, or genetic information. This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights notice from the Department of Labor.