Hybrid Boca By Design, Office Coordinator at The Boca Raton

Summary

The ideal candidate has has a desire to learn the event industry.  Ensure supervisor has accurate and efficient clerical and administrative support. Maintain an open line of communication between Resort Departments, answer incoming phone calls and inquiries, provide clerical support to director and sales managers. Relieving supervisor of minor administrative and business details.

Flexible schedule. They are required to drive a small box truck, van, golf cart and have a valid driver’s license.

Essential Functions

Job duties include, although are not limited to:

• Ensure all proposals provided by manager are typed accurately and sent to clients on a timely basis. 
• Cross check all managers work.
• Handle all receiving in Birch Street.
• Ensure all managers receive the proper assistance to complete their jobs.  Assist with signed contract receiving and proper payment documentation.
• Review all beos for any bbd changes and direct to appropriate manager if needed. 
• Attend beo meetings every Thursday and Friday.
• Keep all masters up to date and all changes neat and legible.
• Assist Director with projects as needed. 
• Track Preferred Vendors on BEO’s and commissions owed.
• Familiar with Delphi to locate beos 
• Social Tables to locate diagrams
• Checking mailbox and change box daily or twice a day.
• Familiar with samples and Linen Packages.
• Competition Calendar up to date.
• Keep up to date with photo labeling.
• Posting social media twice a week as well as pinterest and wedding wire.

Internal Relationships

Reports to Social Event Designers/Director

External Relationships

Has regular contact with vendors, clients, members and guests.

Qualifications

• Ability to manage multiple simultaneous projects and work assignments under pressure and deadlines. 
• Oral and Written communication
• Detailed Oriented
• Proficient in Microsoft Office and other computer programs 
• Ability to work in a fast-paced environment. 

Education/Experience Requirements

• High School diploma
• GED preferred.
• Minimum 2 years’ experience in clerical. Typing at 65WPM, letter composition, word and excel experience with MS Word, Photo Shop and up to date computer skills including twitter, eblasts and blogging. 
• Understand/Speak/Read/Write English fluently. 
• Excellent communication and presentation skills. 
• Occasionally lift/carry up to 50 lbs. 
• Must be able to sit, stand, stoop or bend for duration of shift (at least eight hours). 
• Event Industry experience preferred.

Physical Requirements

Lifting 50 lbs. maximum with frequent lifting and carrying of objects weighing up to 25 lbs. It requires walking or standing to a significant degree, as well as reaching, handling, feeling, talking, hearing, and seeing.

In the United States, we are proud to be an EEO/AA employer M/F/D/V. We maintain a drug-free workplace and perform pre-employment substance abuse testing.