Job
Description
THE ROLE: The Event Process Administration Manager oversees administrative tasks, including handling invoices, creating budgets, managing vendors, and ensuring compliance with regulations. They collaborate with various teams like finance GSS to streamline processes and maintain accurate records. The role also supports event operations as needed to ensure seamless execution. Key Responsibilities: Administrative Support: Manage day-to-day administrative tasks, including scheduling, documentation, filing, and communication. Maintain accurate records related to event logistics, contracts, and client documentation. Ensure all paperwork, including contracts and permits, is filed appropriately. Invoice and Budget Management: Handle the preparation, processing, and tracking of invoices. Create and manage event budgets, ensuring cost control and adherence to financial guidelines. Collaborate with the finance team to ensure timely payments, resolve discrepancies, and manage financial processes using Oracle, DMS etc Maintain organized financial records and ensure data accuracy. Process Management: Develop, implement, and oversee efficient processes to manage event workflows. Ensure compliance with company policies, industry regulations, and relevant legal requirements. Vendor Management: Source, onboard, and manage relationships with vendors and suppliers. Ensure timely delivery of services and supplies, and address any vendor-related issues. Track vendor contracts, payments, and performance to maintain quality and compliance. Event Support: Assist event teams during the planning, execution, and post-event phases. Support on-site event logistics and troubleshoot administrative challenges when necessary. Coordinate with vendors, suppliers, and stakeholders to ensure smooth event operations. Collaboration and Reporting: Collaborate closely with the finance team for process management and workflow optimization. Prepare regular reports pre and post on event budgets, and process efficiency. Provide regular status updates to ensure budget adherence. SKILLS AND BACKGROUND REQUIRED TO BE SUCCESSFUL: Experience: 7+ years of experience in process management or travel roles; experience in event coordination is a plus. Skills: Strong organizational and multitasking abilities. Excellent attention to detail and time management. Proficient in Microsoft Office Suite, invoicing software, and Oracle ERP systems. Effective communication and problem-solving skills. Ability to work both independently and as part of a team. Education: Bachelor s degree.
