Administrative Specialist

3 weeks ago

Pontiac, United States M1 Concourse LLC Full time
Job DescriptionJob DescriptionJob Summary
Facilitates superior front-line communication with a material number of employees, clients and vendors in a professional and effective manner. Facilitates superior customer service in the general course of addressing all position-related duties. Assists in the facilitation of various administrative systems within the organization. Facilitates ticketing operations. Facilitates M1 Concourse Car Club membership management. Assists in the onboarding and offboarding of garage owners. Assists in the production of policies, procedures and general documentation as required and assigned. Provides general support with organizational events and productions. Collaborates with other employees to promote the organization's operational effectiveness and general well being. Represents M1 Concourse with the highest level of professionalism and decorum.

Job Responsibilities
  • Answers and directs phone calls to the appropriate personnel.
  • Assists as necessary with M1 Festivals and Events.
  • Assists in coordinating and organizing organizational training as assigned.
  • Assists in maintaining office supplies inventory to ensure continuous operational effectiveness.
  • Assists in the production of organizational policies and procedures as assigned.
  • Assists with bookkeeping tasks as assigned.
  • Collaborates inter-departmentally as needed to promote operational objectives to organizational expectations.
  • Collaborates within the department to promote operational objectives to organizational expectations.
  • Facilitates M1 Concourse Car Club membership management including, but not limited to, communications, facilitating new member onboarding processes; facilitating the timely delivery of renewal invoices, membership notices and other retention communications; tracking and analyzing membership and engagement; facilitating membership communication and telephone inquiries, facilitating reports, queries, exports, mailing lists and email lists that support membership.
  • Facilitates the administrative coordination of requests and quires from senior and executive leadership.
  • Facilitates ticketing operations including, but not limited to; evaluation and recommending ticketing procedures related to pre-event and on-site sales; generating ticket sales reports for organizational leadership; fostering compliance with system controls; preparing final audits and miscellaneous reports for settlement; and providing guidance for ticketing staff during events.
  • Facilitates credentials for M1 Festival and Events including, but not limited to, collaborate with Festival and Events team to determine credentialing needs for upcoming events, maintain accurate records of issued and returned credentials, provide communication regarding credentials and on-site process during events, manage inventory of credentialing materials, such as ID cards, lanyards, and badge holders. Train staff on credentialing procedures and best practices.
  • Greets and provide assistance to clients as they arrive in a professional and courteous manner.
  • Onboards new garage owners including, but not limited to, Access Cards, RFID Tags and ButterflyMX App.
  • Offboards new garage owners including, but not limited to, Access Cards, RFID Tags and Butterfly MX App.
  • Presents professionally and represents the M1 Concourse at the highest levels.
  • All other duties as may be required and assigned.
Required Knowledge
Administrative. Functional knowledge of business and management principles involved in strategic planning, budgeting, resource allocation, human resources modeling, leadership technique, production methods and the coordination of people and resources.

Customer Service. Superior knowledge of business and management principles involved in strategic planning, budgeting, resource allocation, human resources modeling, leadership technique, production methods and the coordination of people and resources.

Accounting and Budgeting. Functional knowledge of accounting principles and practices, departmental budget development, departmental budget management and understanding financial reports.

Language (English). Comprehensive knowledge of the structure and content of the subject language including the meaning and spelling of words, rules of composition and grammar.

Professional Standards. Superior knowledge of industry principles and standards.

Required Skills
Active Learning. Sufficiently skilled to understand the implications of information and relate the same to problem-solving and decision-making.

Active Listening. Sufficiently skilled to give full attention to what other people are saying, understand the points being made, ask appropriate questions and refrain from interrupting at inappropriate times.

Complex Problem Solving. Sufficiently skilled to identify complex problems, review related information, develop and evaluate options and implement solutions.

Critical Thinking. Sufficiently skilled to use logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions or approaches to problems.

Mathematics. Sufficiently skilled to utilize mathematics in problem-solving.

Reading Comprehension. Sufficiently skilled to understand written sentences and paragraphs in work-related documents.

Speaking. Sufficiently skilled to talk to others to convey information effectively.

Time Management. Sufficiently skilled to manage one's own time and the time of others.

Writing. Sufficiently skilled to communicate effectively in writing as appropriate for the needs of the audience.

Required Abilities
Deductive Reasoning. The ability to apply general rules to specific problems to produce answers that make sense.

Inductive Reasoning. The ability to combine pieces of information to form general rules or conclusions.

Information Ordering. The ability to arrange things or actions in a certain order or pattern according to a specific rules.

Mathematical Reasoning. The ability to choose the right mathematical methods or formulas to solve a problem.

Memorization. The ability to remember information such as words, numbers, pictures and procedures.

Number Facility. The ability to add, subtract, mulitply or divide quickly and correctly.

Oral Comprehension. The ability to listen and understand information ideas through spoken words and sentences.

Oral Expression. The ability to communicate information and ideas in speaking so others will understand.

People Management. The ability to lead and organize teams with diverse skill sets.

Speech Clarity. The ability to identify and understand the speech of others.

Speech Recognition. The ability to identify and understand the speech of others.

Time Sharing. The ability to shift back and forth between two or more activities or sources of information.

Written Comprehension. The ability to read and understand information and ideas presented in writing.

Written Expression. The ability to communicate information and ideas in writing so others will understand.

Physical Requirements
Alternate Sit/Stand or Walk at Will. The ability to alternate between sitting, standing or walking at will as needed.

Communicating Verbally. The ability to express or exchange ideas by means of the spoken word, to impart oral information to clients and convey detailed spoken instructions to others with accuracy.

Hearing Requirements. The ability to hear, understand and distinguish speech and/or other sounds in communications involving one-to-one meetings, group meetings, telephone interactions and video meetings.

Lifting Ability. The ability to lift and move up to 40 lbs.

Near Visual Acuity. The ability to see clearly within two feet - includes reading small print and using computers.

Sitting. The ability to remain in a seated position.

Miscellaneous Requirments
Experience Proven experience as a receptionist or administrative assistant.
General Knowledge of office management systems and procedures. Knowledge of operating office equipment (printers, scanners) Proficiency in Microsoft 365 Office (Excel, Outlook, PowerPoint)

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