Assistant Coordinator - Concessions

Del Mar Fairgrounds; Del Mar (CA); On-site; USD 42,000 - 54,000; Full time

Job summary

Del Mar Fairgrounds is seeking an Administrative Assistant for the Concessions Department to support vendor documentation, contracts, deadlines, and general office duties during events.

The role requires strong organizational skills, attention to detail, and excellent communication. Proficiency with Microsoft Office and handling confidential information are essential; prior admin or event-related experience is preferred.

Qualifications

• Strong organizational skills and attention to detail.
• Excellent written and verbal communication and customer service.
• Ability to work independently and manage multiple priorities.

Responsibilities

• Review and verify vendor documentation, including Seller's Permits, certificates of insurance, regulatory paperwork, and other required forms.
• Monitor vendor deadlines and ensure timely submission of documentation.
• Prepare vendor contracts using contracting software and ensure accuracy.
• Distribute contracts for signature and follow up to full execution by deadlines.
• Maintain vendor records and document tracking systems.
• Provide customer service to vendors, employees, and the public in person, by phone, and by email.
• Address vendor concerns and assist with conflict resolution as needed.
• Assist with departmental projects, correspondence, and general administrative tasks.
• Provide operational support during event setup, operation, and breakdown.
• Perform other related duties as assigned.

Skills

Organizational skills

Attention to detail

Communication skills

Customer service

Independent work

Microsoft Office

Documentation review

Confidential information handling

Event administrative experience

Tools

Microsoft Office

Job description

Job Overview

This position provides administrative and operational support to the Concessions Department, assisting with vendor documentation, contract processing, deadline management, and general office responsibilities. The position requires strong organizational skills, attention to detail, and the ability to manage multiple priorities in a fast-paced environment.

Duties and Responsibilities

• Review and verify vendor documentation, including Seller's Permits, certificates of insurance, regulatory paperwork, and other required forms, for accuracy and completeness.
• Monitor vendor deadlines, track outstanding requirements, and proactively follow up to ensure timely submission of required documentation and supplemental forms.
• Prepare vendor contracts using designated contracting software, ensuring information is accurate and complete.
• Distribute reviewed and approved contracts for signature, monitor their progress, and follow up to ensure all agreements are fully executed by established deadlines.
• Maintain accurate vendor records, databases, spreadsheets, and document tracking systems.
• Provide excellent customer service to vendors, employees, and the public in person, by phone, and via email, responding promptly and professionally to inquiries.
• Address vendor concerns professionally and assist with conflict resolution, escalating matters when necessary.
• Assist with departmental projects, correspondence, reports, and general administrative tasks.
• Provide operational support during event setup, operation, and breakdown.
• Perform other related duties as assigned or requested.

Qualifications

• Strong organizational skills, attention to detail, and ability to manage multiple deadlines.
• Excellent written and verbal communication and customer service skills.
• Ability to work independently, prioritize assignments, and adapt to changing demands.
• Proficiency in Microsoft Office, including Word, Excel, and Outlook, with the ability to learn department specific software.
• Ability to review documentation for accuracy and maintain organized records.
• Professionalism, sound judgment, and the ability to handle confidential information.
• Previous administrative, contract processing, or event-related experience is desirable.

Working Conditions

• Work is primarily performed in a standard office environment using computers and office equipment.
• Duties may require outdoor work, standing, and walking long distances throughout the Fairgrounds.
• Work schedules may include evenings, weekends, holidays, and extended hours based on operational needs.