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JOB DESCRIPTION

Event Services Administrative Coordinator (ESAC)

DEPARTMENT

Event Services

LOCATION/MARKET

Anaheim in office/on show site

FLSA:

Non‑Exempt / Hourly

HOURLY SALARY RANGE

$26.00 - $28.00

REPORTS TO:

General Manager

DIRECT REPORTS

: None SUMMARY The Event Services Administrative Coordinator (ESAC) supports the General Manager (GM), Assistant General Managers (AGMs) with daily office operations and provides administrative, financial, and customer‑service support to internal teams and external clients. This role requires strong organizational skills, attention to detail, confidentiality, time management, and the ability to work in a fast‑paced, dynamic environment.

ESSENTIAL DUTIES & RESPONSIBILITIES

Administrative & Office Operations Manage office systems including filing, supplies, equipment, and vendor coordination. Maintain a clean and organized workspace and storage areas. Coordinate office maintenance, repairs, and services (e.g., cleaning, landscaping). Monitor incoming communications (emails, voicemails, customer inquiries) and respond or redirect appropriately. Track and organize office special events as needed. Payroll & HR Support Assist with processing and approving electrician and union employee timesheets via Paycom. Complete onboarding and offboarding for office and union staff, including W‑4, I‑9, E‑Verify (where required), and all other employee documentation. Collaborate with the GM regarding local union labor calls and reductions in force. Coordinate with Payroll and HR to ensure accuracy and compliance. Maintain secure, PCI‑compliant and PII‑protected storage of sensitive documents. Accounts Payable & Receivable May submit vendor invoices via Stampli or other accounting systems. Assist GM with A/R reports and follow‑up on outstanding balances. Track and reconcile packing slips and receipts. Assist with exhibitor payables and expense report processing. Event Coordination & EMP Management Create and update events in EMP while validating details against facility‑specific event management platforms. Verify and enter commission codes accurately to ensure proper tracking and reporting. Reconcile revenue data between EMP and facility systems; identify and report discrepancies. Post reconciled charges to facility‑operated systems when master billing applies and submit documentation to Corporate Accounting. Assist with show‑site logistics, including new‑hire paperwork and check‑ins. Collaborate with Event Services Coordinators, Managers, Senior Managers, and Assistant General Managers to complete post‑event tasks and ensure proper handling of event communications. Reporting & Compliance Submit safety training sheets, licensing documentation, inspection records, and insurance requirements to Corporate. Maintain DMV records and vehicle registrations where required. Ensure compliance with all inspections, testing, and regulatory requirements. Customer & Team Support Provide customer service for general inquiries. Support Corporate Accounting, Corporate HR, and event teams as needed. Liaise with facility contacts to coordinate payments, badging requirements, and operational needs. Risk Management Maintain strict adherence to company policies, legal mandates, industry standards, and safety protocols. Proactively identify risks and escalate concerns to management.

QUALIFICATIONS OVERVIEW

Education & Experience High school diploma or GED required. Minimum of 3 years' experience in administrative support, customer service, office coordination, or related fields. Customer Service Skilled in resolving issues promptly and professionally. Committed to service standards that enhance client and employee satisfaction. Communication & Language Proficiency Able to communicate effectively across all levels of the organization, including frontline staff and executive leadership. Capable of interpreting procedural guides, instructional materials, and software documentation. Skilled in composing professional reports and business correspondence. Mathematical Skills Competent in basic mathematical calculations using whole numbers, fractions, and decimals. Analytical & Reasoning Ability Demonstrates sound judgment and common sense in applying written, verbal, or diagram‑based instructions. Capable of handling multiple variables within standardized conditions. Decision Making & Problem Solving Able to make timely decisions in deadline‑driven environments. Skilled in identifying operational opportunities and implementing effective solutions. Technical & Organizational Skills Proficient in Microsoft Word, Excel, Outlook, and TEAMS. Detail‑oriented and efficient in dynamic environments including offices, convention centers, hotels, and fairgrounds.

PHYSICAL REQUIREMENTS

Ability to sit or stand for extended periods and walk across level surfaces throughout the day. May involve reaching, lifting, and storing materials; occasional lifting of up to 25 pounds using safe techniques. Ability to travel to multiple work sites to support Event Services and Electrical teams.

WORK ENVIRONMENT

May encounter varying temperatures depending on location (e.g., convention centers, hotels, fairgrounds). Office environment typically includes standard lighting, climate, and equipment setups.

SCHEDULING & AVAILABILITY

This position is onsite only; hybrid or remote work is not offered. Must be available for early mornings, evenings, weekends, and holidays based on event schedules. Schedules may shift without prior notice due to time‑sensitive event needs.

TRAVEL REQUIREMENTS

Travel within the market is required. Reliable transportation is essential.

CONFIDENTIALITY & DATA SECURITY

Maintain strict confidentiality of employee information, client data, financial documents, and proprietary business information. Ensure secure handling of

PII, PHI, PCI

‑related materials, and facility‑specific credentials. Follow all company policies regarding data protection and secure document storage.

TIMEKEEPING & PAYROLL COMPLIANCE

Ensure accurate and timely processing of timesheets. Follow all federal and state wage‑and‑hour regulations, including overtime rules, meal and rest break compliance, and proper coding of hours worked. Report discrepancies immediately.

SAFETY & VENUE COMPLIANCE

Adhere to all company safety protocols, facility rules, and venue‑specific requirements including badging, access control, PPE, and emergency procedures. Support risk‑management efforts by identifying hazards and reporting incidents.

ADA & ESSENTIAL FUNCTIONS DISCLAIMER

The duties listed are essential functions of the role. Reasonable accommodations may be made to enable individuals with disabilities to perform these functions. Duties may vary based on market size, facility requirements, and operational needs. AT‑WILL

EMPLOYMENT STATEMENT

Employment with Edlen Electrical Exhibition Services is at‑will. This job description does not constitute a contract of employment and may be modified at any time based on business needs. ANTI‑HARASSMENT & ANTI‑RETALIATION

STATEMENT

Edlen maintains a workplace free from harassment, discrimination, and retaliation. All employees are expected to uphold these standards and report concerns promptly.

COMPENSATION

This is a non‑exempt hourly role. The expected wage range for the Anaheim market is per hour, based on experience, skills, education, and market conditions.

EQUAL OPPORTUNITY

Edlen Electrical Exhibition Services is an Equal Opportunity Employer. All qualified applicants will receive consideration without regard to race, color, religion, sex, gender identity or expression, sexual orientation, national origin, age, disability, protected veteran status, or any other characteristic protected by law.

Pay:

$26.00 - $28.00 per hour Expected hours: 40.0 - 45.0 per week

Benefits:

401(k) 401(k) matching Dental insurance Health insurance Health savings account Life insurance Paid time off Vision insurance

Work Location:

In person