Admin Assistant/Vendor Coordinator

Job Summary An Administrative Assistant in the Fair and Events world is the friendly go-to person who helps keep things running smoothly and who can adapt to any situation. They handle tasks with focus, manage logistics and support the team, connecting management, vendors, and the public, in a challenging, fast paced environment. The Fair's Administrative Assistant provides administrative support to the Fair Director, assisting in the planning, coordination, and execution of the annual Tillamook County Fair, as well as year-round events at the fairgrounds. Assistant works closely and collaboratively with other facility team members to ensure best outcomes for our clients. This role acts as a primary point of contact for the public, vendors, and some volunteers, ensuring smooth operational flow. Ideal candidate will possess general knowledge of office procedures and duties, previous experience in Excel and Access programs a plus. Banking and QuickBooks experience preferred. Please include resume with application when applying.

KEY RESPONSIBILITIES & DUTIES

General Administration & Customer Service

• Customer Relations:

  Serve as the primary receptionist and point of contact for clients via phone, email, social media, or in person. Manage inquiries, resolve concerns, direct communications to other staff, and ensure every interaction reflects our commitment to exceptional service.

• Information Hub:

  Provide information regarding fair schedules, tickets, contestant rules, and event opportunities.

• Record Keeping:

  Maintain organized filing systems, both electronic and physical, for contracts, vendors, and financial documents.

• Coordinate Facility Rentals:

  Oversee requests for facility rentals and tours to assess the suitability of available spaces for clients, manage booking and payment processing.

• Scheduling:

  Manage the Fairgrounds calendar for facility rentals, including arenas, grounds, camping and grandstands.

• Fair Book Preparation:

  Assist in the design, editing, and publication of the annual Fair Book. Event Planning & Operations

• Vendor Relations:

  Accept vendor request forms, approve and send applications, assign booth spaces, and provide rules/guidelines for exhibitors and demonstrators.

• Contract Management:

  Organize and track vendor contracts, ensuring all insurance, permits, and documents are supplied.
• Vendor Coordination
• Maintain vendor database, update applications, maps, invitation letters and packets.

• Communication:

  Provide adequate and timely information for vendors and demonstrators. Set timelines and reminder notifications.

• On-Site Support:

  Assist with event creation, setup, volunteer coordination, and troubleshooting during Fair week and special events.

• Marketing:

  Help create event informational flyers and distribute locally. Financial Support & Ticketing

• Financial Management:

  Create invoices for vendors and rental clients. Receive and record fees for vendor booths, camper rentals, and event facility rentals; issue receipts.

• Maintain Database:

  Update agreements, database or other tracking materials to reflect payments, changes and notes.

•

Ticketing:

Participate in pre-fair ticket sales, including processing cash, credit/debit card transactions, and preparing bank deposits.

REQUIRED SKILLS & QUALIFICATIONS

Experience:

Previous administrative experience, preferably in event planning or a municipal setting.

Technology:

Proficiency in Microsoft Office Suite (Word, Excel) or Google Workspace; experience with database management systems and QuickBooks.

Communication:

Excellent verbal and written communication skills for interacting with the public, vendors, and stakeholders.

Organization:

Strong organizational skills with the ability to manage multiple tasks simultaneously in a high-energy environment.

Professional Attributes:

Detail-oriented and proactive, with a collaborative, team-oriented approach and flexibility to work evenings and weekends during the fair or other events.

WORKING HOURS

: Base schedule is 8:00 a.m. to 5:00 p.m. Monday through Friday. Some events at the fairgrounds require working on weekends and hours vary greatly to meet needs during the week of the annual fair in August. Any work performed in excess of 40 hours in one week will be calculated according to State requirements.

Pay:

From $19.74 per hour

Benefits:

Dental insurance Health insurance Paid time off Vision insurance

Work Location:

In person