Concessions Vendor Operations & Contracts Coordinator

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

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.