Administrative Coordinator

ASM Global-SMG; Pittsburgh (Allegheny County); On-site; USD 42,000 - 64,000; Full time

Benefits offered by this job

Health insurance

Paid time off

Job summary

Legends Global in Pittsburgh seeks an Administrative Coordinator to support the Operations Department, overseeing time and attendance for part-time union staff and coordinating labor calls. Responsibilities include scheduling, reporting, and ensuring compliance with union contracts.

The role requires strong organizational skills, experience with scheduling software, and the ability to work with a diverse team to ensure smooth event execution at the David L. Lawrence Convention Center.

Qualifications

• Bachelor’s degree preferred in related field.
• Experience in scheduling, administration, or coordination.
• Proficiency with Microsoft Office Suite and scheduling tools.

Responsibilities

• Coordinate staffing levels with department managers for each event.
• Schedule and manage part-time labor calls and shifts.
• Communicate schedules to employees and adjust as needed.
• Prepare weekly union schedule and update management.
• Monitor attendance and timekeeping for payroll accuracy.
• Ensure compliance with union contracts and regulations.
• Provide administrative support to operations and training teams.

Skills

Scheduling

Administration

Coordination

Microsoft Office

Communication

Teamwork

Education

Bachelor's degree in Business Administration, Hospitality, or related field

Tools

Word

Excel

Outlook

Scheduling software

Job description

Summary The Administrative Coordinator provides essential administrative support to the Operations Department and is responsible for overseeing the time and attendance of part-time union employees and scheduling and coordinating part-time labor calls. This role ensures efficient operation and coordination within the David L. Lawrence Convention Center, maintaining compliance with union agreements and labor regulations. The Administrative Coordinator serves as a crucial liaison between the operations team, union employees, and other departments to ensure smooth and efficient event execution.

Essential Duties and Responsibilities

Included but not limited to:

• Scheduling and Coordination: Coordinate with department managers to ensure appropriate staffing levels for each event.
• Schedule and coordinate part-time labor calls, ensuring all shifts are adequately covered.
• Communicate schedules to employees and manage any adjustments or changes.
• Prepares and distributes the weekly union schedule, reports and updates to management and operations team members.
• Monitors the call-off line, prepares attendance sheets for distribution to both management and employees for approval signatures.
• Collaborate with the operations team to ensure efficient and effective event execution.
• Maintain effective communication with part-time union employees, operations staff, and other departments.
• Time and Attendance Management: Monitor and track employee attendance, ensuring accurate timekeeping.
• Process and verify Service Works Orders/ Labor Sheets in Momentus ensuring accurate billing information and detailed labor allocations.
• Address and resolve any discrepancies or issues related to attendance and timekeeping.
• Process and oversee employee fingerprint enrollments and communicates with the operations team via shift notes to retrieve employee timecards that are not recorded in the computerized time clock management system (i.e. ABI).
• Process payroll for PT staff including; housekeepers, teamsters, AV Techs, and assist with FT payroll as needed.
• Union Compliance: Ensure all scheduling and operational practices comply with union contracts and regulations.
• Act as a point of contact for union representatives regarding scheduling, labor calls, and timekeeping matters.
• Administrative Support: Provide administrative support to the operations team, including data entry, report generation, and file management.
• Learn and become proficient and utilize multiple software platforms including but not limited to Momentus, Altum, ABI, Gradience, and Workday.
• Assist in the preparation and coordination of operational meetings and training sessions.
• Provides on-site support by assisting Operations Supervisor with onboarding/training new union employees & crews (i.e. administers and reviews new hire paperwork).
• Identifies opportunities/implements best practices and innovative solutions to enhance scheduling accuracy, improve efficiency and productivity.
• Perform special assignments and other duties as assigned.

Working Conditions

Not substantially exposed to adverse conditions. Perform office-related functions in standard office settings – sitting and working on the computer and phone. This position is event driven and may require flexibility to work occasional evenings, weekends, and holidays as needed based on event schedules.

Qualifications

• Bachelor’s degree in Business Administration, Hospitality, or related field (preferred).
• Prior experience in scheduling, administration, or coordination roles, preferably in a convention center, hospitality, or event management setting. (preferred)
• Excellent organizational and multitasking abilities.
• Proficiency in computer technology or ability to quickly acquire a working understanding of applications, specifically Microsoft Office Suite (Word, Excel, Outlook) and scheduling software.
• Strong communication and interpersonal skills.
• Ability to work independently with minimal supervision and as part of a team.
• Detail-oriented with a proactive approach to problem-solving.
• Ability to work effectively with trades & labor personnel, administrative staff, client, customers, and contractors.
• Knowledge of labor laws and union agreements is a plus.

Physical Requirements

Ability to sit for extended periods and perform repetitive tasks. The role may involve standing, walking, and other physical activities associated with event coordination. Capacity to lift and move office supplies and equipment as needed (up to 25 Ibs.) The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

NOTE: The essential responsibilities of this position are described under the headings above. They may be subject to change at any time due to reasonable accommodation or other reasons. Also, this document in no way states or implies that these are the only duties to be performed by the employee occupying this position.

Legends Global is an Equal Opportunity/Affirmative Action employer, and encourages Women, Minorities, Individuals with Disabilities, and protected Veterans to apply. VEVRRA Federal Contractor.

Our Work Experience is the combination of everything that's unique about us: our culture, our core values, our company meetings, our commitment to sustainability, our recognition programs, but most importantly, it's our people. Our employees are self-disciplined, hard working, curious, trustworthy, humble, and truthful. They make choices according to what is best for the team, they live for opportunities to collaborate and make a difference, and they make us the #1 Top Workplace in the area.