Title:  Administrative Coordinator

JOB SUMMARY

This position provides administrative and secretarial support for the Sr. Director of Racing. In addition to typing, filing and scheduling, performs duties such as coordination of meetings and conferences, obtaining supplies, coordinating direct mailings, and working on special projects. Also, answers non-routine correspondence and assembles highly confidential and sensitive information. Deals with a diverse group of important external callers and visitors as well as internal contacts at all levels of the organization. Independent judgment is required to plan, prioritize and organize diversified workload, recommends changes in office practices or procedures.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Types and designs general correspondences, memos, charts, tables, graphs, business plans, etc.
• Will be responsible for routine regulatory reporting relative to compliance and environment activities (local, state, and federal).
• Aids in prioritizing, planning, coordinating and scheduling corrective, preventive, and predictive maintenance work for the assigned maintenance areas and external service providers.
• Assigns emergency calls to the appropriate internal or external resources for mitigation.
• Supports the generation of preventive maintenance work orders; track timely completion of preventative maintenance schedule and corrective maintenance backlog. 
• Enter requisitions in the procurement system Ariba for goods and services as needed in addition to processing (Bids, Quotes and Capital Projects). Generate PO's and work request.
• Manages the Vehicle Key Log for the Track Maintenance Department.
• Administering the deposits/refunds of living quarters annual responsibility.
• Assists the HR Department with the onboarding and recruiting of new hires for the Racing Department. Handles confidential and non-routine information discreetly.
• Manages Uniforms for the Racing Team (reordering, distribution, collection) in conjunction with the HR Department.
• Performs other related duties as assigned.

• Acts as a contact for horseman for administrative needs and special requests during live race meetings, including stakes tickets, and owner passes.
• Orders and distributes a variety of horseman related materials such as winner's circle photographs, meet leader awards, mementos for stakes winners and race videos.
• Assists in the New Owners Program by coordinating travel for field trips, development of seminar topics and setup for programs.

REQUIRED SKILLS AND ABILITIES

Must be 21 years or older. Must be able to obtain a Louisiana Gaming License and Louisiana State Racing License.

EDUCATION AND EXPERIENCE

High school diploma or Associate’s/Bachelor’s degree. Three to five years of administrative experience. To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.   The requirements listed are representative of the knowledge, skill, and/or ability required. Ability to read, analyze and interpret common documentation. Ability to respond to common inquiries or complaints from team members, regulatory agencies or members of the staff. Ability to write and present information to management in a reasonable manner. Ability to perform normal mathematical computations in regards to the implementation of current duties.  Spanish speaking a plus.  Ability to define problems collects data, establish facts and draw valid conclusions. Ability to interpret an extensive variety of instructions and deal with several variables. 

PHYSICAL REQUIREMENTS & WORKING CONDITIONS

The physical demands and work environment 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. Work involves lifting, walking, talking, hearing, bending, stooping, and climbing.  Must be able to lift and carry up to 50 pounds. Equipment used regularly includes computer, telephone and copier. Office/Casino environment; Subject to outdoor temperature; Exposed to smoke, bright lights and noise at times. The work environment consists of very non-demanding surroundings with a low noise level. Will occasional work in extreme heat or cold conditions.