Events Administrator
The Transwestern companies together comprise a privately held, diversified real estate services, investment management and development organization.
A unique approach underlies our success.
We do business differently by empowering our team members with the resources and independence to deliver extraordinary results to our clients.
It's simple.
We start with hiring hard-working, smart, genuinely good people, and organize them in collaborative cross-functional teams.
We give them the support to outperform and the freedom to take ownership as they work to exceed our clients' expectations.
We do business differently, and that makes us Transwestern.
The Events Administrator will assist our events management offices at Millennium Park and the Chicago Cultural Center located in downtown Chicago.
Under the supervision of the Director of Events, facilitate office operations, fundamental accounting functions, work order processing and building tenant service coordination for a high-paced, dynamic events management office and provide support to the Events team, as needed.
Weekend and/or evenings may be required as determined by the facility event schedule.
ESSENTIAL JOB FUNCTIONS Perform general accounting responsibilities such as drafting of invoices and tracking client payments, preparing, and submitting expense reports.
Track all Event-related expenses for private events and public programs, track financials in Event Booking Software, input cost estimates and invoices.
Generate a variety of accounting reports including but not limited to event reconciliation, invoice tracking, payments received, revenue generation and expenses.
Prepare special financial reports by summarizing account information (i.
e.
balance sheets, profit/loss, general ledger, etc.
) Assist in contacting clients for contract signatures and financial transactions.
Assist Events team in contract preparation.
Maintain accounting controls by recommending policies and procedures.
Create and manage Purchase Orders as needed.
Intake all payments and tracking financial transactions delegated to MBRE and DCASE Accounting.
Assist in administering accounts receivable and payment tracking process; review and assist in preparing monthly financial statements; enter charges into accounting system and print reports for management approval.
Research, analyze and resolve complex payment and vendor issues in a timely and professional manner.
Create and add charges to work orders and review for accuracy.
Manage communications and agendas for various weekly meetings.
Assist in all permitting, both commercial and non-commercial and drone film shoots.
Maintain client database in system, tracking client categories and updating information.
Track Catering Company license and insurance annual renewals.
Organize, manage, and maintain current inventory and supplies for Events office including office equipment, copier, and printers.
Ensure adherence to Millennium Park and the Chicago Cultural Center policies, rules and regulations by clients, vendors, and staff.
Additional responsibilities as needed and assigned.
POSITION REQUIREMENTS Bachelor's degree or equivalent experience/education.
2
years of relevant previous administrative experience preferred.
Proficiency in Microsoft based software.
Event booking and accounting software experience a plus.
Excellent oral and written communication skills.
Ability to handle multiple tasks, manage time effectively, establish workflow priorities and work independently.
Constant focus on operational effectiveness, efficiency, and continuous improvement.
Solid organizational skills with the ability to work efficiently with minimal supervision.
Prior employment history demonstrating the ability to work in a fast-paced, high-intensity environment while managing multiple tasks and priorities and producing accurate results in a highly organized manner.
WORK SHIFT LOCATION Chicago, IL We Are Transwestern! Transwestern's Guiding Principles are woven into the fabric of our firm and underscore the value of each individual team member.
We embrace diversity, equity and inclusion - not only as the right thing to do, but as a reflection of who we are.
It is our responsibility and heartfelt desire to create an environment that elevates the human spirit and brings out the best in everyone.
Transwestern offers an exciting work environment, competitive salary and excellent benefits, which include medical, dental and vision coverage, as well as a 401(K) plan.
Transwestern is an Equal Opportunity Employer.
Recommended Skills Accounting Software Administration Agenda Development Business Process Improvement Communication Databases Estimated Salary: $20 to $28 per hour based on qualifications.
A unique approach underlies our success.
We do business differently by empowering our team members with the resources and independence to deliver extraordinary results to our clients.
It's simple.
We start with hiring hard-working, smart, genuinely good people, and organize them in collaborative cross-functional teams.
We give them the support to outperform and the freedom to take ownership as they work to exceed our clients' expectations.
We do business differently, and that makes us Transwestern.
The Events Administrator will assist our events management offices at Millennium Park and the Chicago Cultural Center located in downtown Chicago.
Under the supervision of the Director of Events, facilitate office operations, fundamental accounting functions, work order processing and building tenant service coordination for a high-paced, dynamic events management office and provide support to the Events team, as needed.
Weekend and/or evenings may be required as determined by the facility event schedule.
ESSENTIAL JOB FUNCTIONS Perform general accounting responsibilities such as drafting of invoices and tracking client payments, preparing, and submitting expense reports.
Track all Event-related expenses for private events and public programs, track financials in Event Booking Software, input cost estimates and invoices.
Generate a variety of accounting reports including but not limited to event reconciliation, invoice tracking, payments received, revenue generation and expenses.
Prepare special financial reports by summarizing account information (i.
e.
balance sheets, profit/loss, general ledger, etc.
) Assist in contacting clients for contract signatures and financial transactions.
Assist Events team in contract preparation.
Maintain accounting controls by recommending policies and procedures.
Create and manage Purchase Orders as needed.
Intake all payments and tracking financial transactions delegated to MBRE and DCASE Accounting.
Assist in administering accounts receivable and payment tracking process; review and assist in preparing monthly financial statements; enter charges into accounting system and print reports for management approval.
Research, analyze and resolve complex payment and vendor issues in a timely and professional manner.
Create and add charges to work orders and review for accuracy.
Manage communications and agendas for various weekly meetings.
Assist in all permitting, both commercial and non-commercial and drone film shoots.
Maintain client database in system, tracking client categories and updating information.
Track Catering Company license and insurance annual renewals.
Organize, manage, and maintain current inventory and supplies for Events office including office equipment, copier, and printers.
Ensure adherence to Millennium Park and the Chicago Cultural Center policies, rules and regulations by clients, vendors, and staff.
Additional responsibilities as needed and assigned.
POSITION REQUIREMENTS Bachelor's degree or equivalent experience/education.
2
years of relevant previous administrative experience preferred.
Proficiency in Microsoft based software.
Event booking and accounting software experience a plus.
Excellent oral and written communication skills.
Ability to handle multiple tasks, manage time effectively, establish workflow priorities and work independently.
Constant focus on operational effectiveness, efficiency, and continuous improvement.
Solid organizational skills with the ability to work efficiently with minimal supervision.
Prior employment history demonstrating the ability to work in a fast-paced, high-intensity environment while managing multiple tasks and priorities and producing accurate results in a highly organized manner.
WORK SHIFT LOCATION Chicago, IL We Are Transwestern! Transwestern's Guiding Principles are woven into the fabric of our firm and underscore the value of each individual team member.
We embrace diversity, equity and inclusion - not only as the right thing to do, but as a reflection of who we are.
It is our responsibility and heartfelt desire to create an environment that elevates the human spirit and brings out the best in everyone.
Transwestern offers an exciting work environment, competitive salary and excellent benefits, which include medical, dental and vision coverage, as well as a 401(K) plan.
Transwestern is an Equal Opportunity Employer.
Recommended Skills Accounting Software Administration Agenda Development Business Process Improvement Communication Databases Estimated Salary: $20 to $28 per hour based on qualifications.
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