Title:  Administrative Coordinator

JOB SUMMARY

The Admin Coordinator supports multiple departments by providing administrative, clerical, and management support services to the team. This position requires the ability to work independently and anticipate the needs of the property so they can strategically address issues before they arise. #OakGrove

ESSENTIAL DUTIES AND RESPONSIBILITIES

The work environment characteristics described here are representative of those a Team Member encounters while performing the essential functions of this job with or without reasonable accommodations.  This list of duties and responsibilities is not intended to be all-inclusive, but a general illustration.  It may be expanded to include other duties and responsibilities deemed necessary.

• Provide administrative support to the leadership team, including managing communications, organizing meetings, maintaining records/inventory, travel reservations, check requests and preparing reports.
• Assist in creating and finalizing forms for inventory.
• Create SOP’s according to the needs of departments and Human Resources.
• Assist with the interviewing process, including initiating phone screens for applicants and scheduling interviews.
• Ensure licensing is current for F&B locations and music rights and post as required.
• Update and maintain micros (POS system) and Oracle for all revenue centers.
• Work closely with vendors to consider new products to bring to management and set up vendors for ordering purposes.
• Ensure vendors provide support and materials as required and communicate to hospitality teams when there are gaps in performance. Reviews the pricing on variable items and advises management of cost increases that result in item changes or menu increases. 
• Work closely with purchasing teams and vendors to set PAR levels and organize inventory for food and beverage operations.
• Handle ordering, receiving, and maintaining stock levels for supplies. Monitor pricing changes and inform management of necessary adjustments.
• Assist with scheduling and payroll of all team members.
• Build efficiency and effective responsiveness into existing operations.
• Direct phone calls and emails to corresponding manager(s) as needed.
• Assist with external communication efforts, community relations, and improving guest experiences. Ensure responses to guest inquiries and feedback are handled promptly.

• Perform cross-departmental work on a periodic basis (e.g., tracking exceptions, working Job Fairs for HR)
• Manage vehicle registration renewals and facilitate payments for property vehicles.
• Lead or assist with special projects, events, and operational improvements, ensuring deadlines are met and details are managed efficiently.

REQUIRED SKILLS AND ABILITIES

• Ability to quickly learn new tools and technologies.
• Ability to maintain high levels of confidentiality and integrity.
• Ability to effectively communicate and collaborate with a diverse range of people and job functions.
• Ability to write and present information to management in a reasonable manner.
• Ability to read, analyze, and interpret common documentation.
• Ability to interpret a wide variety of instructions and deal with several variables.

EDUCATION AND EXPERIENCE

• 3+ years of experience as an administrative coordinator/assistant.
• Prior F&B experience strongly preferred.
• Training experience and the ability to speak effectively before groups of individuals are strongly preferred.
• Ability to read and interpret documents such as operating and maintenance instructions, and procedure manuals.
• Ability to write routine reports and correspondence.
• Advanced proficiency in Microsoft Word, Excel, PowerPoint, and database applications preferred.
• Able to obtain and maintain a valid Kentucky gaming/racing license.

PHYSICAL REQUIREMENTS & WORKING CONDITIONS

The physical demands described here are representative of those that must be met by a TM to successfully perform the essential functions of this job. While performing the duties of this job, the employee is regularly required to stand, walk, climb, bend, and reach with arms and hands, kneel, crawl, and have the ability to lift at least 50 pounds.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.  While performing the duties of this job, the employee is frequently required to sit or stand; walk; use hands to finger reach, handle, or feel objects, tools, or controls; reach with hands and arms; climb or balance; stoop, kneel, crouch, or crawl; and talk or hear.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually moderate to loud. The TM is subject to circulating throughout the assigned areas, including the smoking area, actively observing players, and the functioning of machines.