Administrative & Accounts Coordinator ARB Meetings and Events New Orleans, LA Job Details Full-time $40,000 - $45,000 a year 2 hours ago Benefits Health insurance Paid time off Qualifications Email customer support High school diploma or GED Client invoicing Attention to detail Customer relationship management Vendor communication Digital project management boards Event customer service monday.com Full Job Description Administrative & Accounts Coordinator | ARB Meetings & Events, LLC | New Orleans, LA | Full-time About ARB ARB Meetings & Events is a meeting management firm that plans and runs association conferences across the country, from registration and sponsorship to hotels, programming, and everything in between. We're a small, fast-moving team where everyone's work matters and no task is beneath anyone. We're growing, and we're building the systems and support to grow well. The role We're looking for a highly organized, dependable, and genuinely personable Administrative & Accounts Coordinator to be an operational backbone of our office. This person keeps the money moving, the meetings organized, and the day-to-day logistics of running conferences humming in the background. You'll own accounts receivable follow-up, coordinate the agendas for our client meetings, and handle the shipping, reservations, and communications that keep events on track. This role is a fit for someone early in their career who is exceptionally organized, an excellent writer, comfortable with numbers and follow-up, and eager to learn the events industry from the ground up. You'll interact with clients, sponsors, and vendors on ARB's behalf, so polish and warmth matter as much as attention to detail. Strong performers can grow into coordinator roles across sponsorship, operations, or communications.

Your first month:

sponsorship support You'll start by working closely with our Sponsorship Director for your first month, supporting sponsor communications and sponsor receivables.

This is a deliberate on-ramp:

it gets you a real lay of the land across ARB while giving our sponsorship team hands-on support during a busy stretch. You'll begin embedded with the Sponsorship Director, learning ARB by doing: Support sponsor communications: drafting and sending clear, professional emails and follow-ups Help track and follow up on sponsor receivables and outstanding invoices Assist with sponsor onboarding and deliverable tracking Learn how sponsorship, fulfillment, and the wider conference calendar fit together This month doubles as onboarding: it builds the context you'll need for the rest of the role and provides real support to the sponsorship team ahead of a dedicated coordinator hire. What you'll own Accounts receivable Prepare and manage client sales batches Track invoice payments from both attendees and sponsors, keeping a clear, current status on every open item Follow up on outstanding payments with courteous, professional reminders that protect ARB's relationships while getting results Hand completed batches and reconciled records to the Expense Coordinator; escalate disputes, questions, or anything requiring a financial decision Keep receivable records accurate and up to date in our systems Client meeting agenda coordination Ahead of each client meeting, check in with each ARB stakeholder to collect their agenda points Compile the agenda into a clear, professional format Email the finalized agenda to the internal team and the client at least 12 hours before the call Keep a simple record of agendas and follow-ups so nothing carries over unaddressed During ramp-up, client-facing agendas are reviewed by the relevant lead before they go to the client. Shipping, receiving & materials Coordinate shipping and receiving of event materials and supplies to and from venues Pack, label, and inventory conference boxes; maintain a supplies checklist so nothing is forgotten Track shipments and confirm delivery; troubleshoot when something goes missing Manage office supply inventory and reorder as needed Group dining & event reservations Research, book, and manage group dining reservations for the team and for clients, typically parties of 10 to 20 Coordinate the details: private or semi-private space, deposits, group minimums, set menus, dietary restrictions, timing, and headcount changes Serve as the point of contact with restaurant and venue staff, confirming and reconfirming ahead of each event Track all reservations in a shared calendar; handle changes and cancellations promptly and professionally General inbox & routine communications Serve as a front line for the general inbox, answering routine attendee and event questions in ARB's warm, professional voice using approved templates Route anything requiring a decision or a program answer to the right person Send routine reminders, confirmations, and follow-ups on schedule Administrative & onsite support File and organize documents in shared drives so the team can always find what they need Support the registration desk onsite: badge printing, check-in, attendee materials, and questions Assist with exhibit hall and special-event setup and breakdown; be a flexible, reliable extra set of hands onsite What we're looking for Required Excellent writer. You can draft a warm client agenda email, a firm-but-friendly payment reminder, and a clear sponsor follow-up, all in ARB's professional voice. Writing is core to this job. Comfortable with numbers and follow-up. You can track invoices and batches accurately and stay on top of who owes what without dropping items. Genuinely cordial and diplomatic. You represent ARB to clients, sponsors, restaurants, and vendors, and you stay gracious under pressure. Exceptional organization and attention to detail; you catch the small stuff Reliability and follow-through: when you say something's handled, it's handled Comfort with everyday technology and a willingness to learn our platforms (Monday.com, registration and sponsor systems) Ability to juggle many small tasks and deadlines at once and keep them all moving Able to travel occasionally for conferences and handle the physical side of event work (packing, lifting boxes, being on your feet onsite) Nice to have (not required) Some administrative, bookkeeping, customer-service, hospitality, or events experience Familiarity with invoicing, accounts receivable, or CRM/project-management tools Interest in the meetings and events industry This role is a strong fit if you: take pride in being dependable, write with warmth and care, are comfortable chasing down a payment and compiling an agenda in the same afternoon, and want to learn how conferences come together from the inside. Why join ARB Start close to the action, embedded with our sponsorship team, then grow into a role that touches every part of the business A clear path to grow into coordinator roles as you master the fundamentals A supportive, close-knit team that documents its processes and sets people up to succeed Structured onboarding: you won't be thrown in the deep end $40-$45k based on experience, monthly insurance stipend, generous PTO policy; must be New Orleans-based with reliable transportation. ARB Meetings & Events is an equal opportunity employer.

Pay:

$40,000.00 - $45,000.00 per year

Benefits:

Health insurance Paid time off

Work Location:

In person