Administrative Coordinator

About the role

We are looking for an Administrative Coordinator to support daily operations and help maintain organized, responsive administrative services in Long Beach, California. This long-term contract position is ideal for someone who can manage communications, scheduling, and event-related coordination with professionalism in a fast-paced setting.

Responsibilities

• Respond to inbound phone, email, and walk-in inquiries in a timely and detail-oriented manner
• Schedule client meetings and prepare/distribute supporting materials, including agendas and related documents
• Provide general administrative support to the department as needed
• Maintain financial records, assist with reporting and tracking, and serve as a point of coordination with the finance team
• Update profit and loss information and support departmental recordkeeping
• Review contracts for completeness before submitting to leadership
• Communicate with clients regarding billing and invoicing
• Represent the venue/property at meetings and events as needed
• Coordinate event-day logistics, including setup, load-in, breakdown, and strike
• Arrange event security and accommodate special event requirements
• Support partnership initiatives, including fulfillment activities
• Identify and research new business and event opportunities
• Help foster strong community relationships and outreach efforts
• Provide team support and coordination across event-related activities
• Perform additional responsibilities as assigned by management

Requirements

• At least 2 years of experience in administrative coordination, office support, or a related role
• Strong written and verbal communication skills
• Ability to manage multiple projects and priorities in a fast-paced environment
• Strong problem-solving skills and the ability to work independently
• Excellent organization, planning, and project coordination abilities
• Proven ability to build and maintain detail-oriented, dependable working relationships
• Strong attention to detail and commitment to accuracy
• Collaborative approach and ability to work effectively with cross-functional teams
• Flexibility to work evenings, weekends, and occasional holidays
• Proficiency with Microsoft Office, including Word, Outlook, and Excel
• Must be eligible to work in the U.S.

Benefits

• Medical, vision, and dental insurance
• Life and disability insurance
• Eligibility to enroll in the company 401(k) plan