Office Admin - Campus Events

Front Desk Office Admin - Campus Events

Wage: DOE

Shift: 30-39 hours per week, Mon-Sat. Includes holidays.

Benefits: Free Thanksgiving Point Membership for you and immediate family; medical; 401(k); Employee Assistance Program; Financial Assistance Program; Thanksgiving Point venue discounts; and more!

Job Summary:
This position serves as the first point of contact for clients and guests at Thanksgiving Point’s Campus Events office. This role is responsible for administrative support, client communication, financial tracking, and operational coordination to ensure smooth event execution. The ideal candidate is organized, proactive, and possesses excellent communication skills.

Key Responsibilities:

• Track and report monthly guest attendance totals – Collect and maintain accurate records of guest visits for internal tracking and reporting. Prepare and submit monthly attendance summaries to management.
• Generate and maintain client contact lists – Compile, update, and manage databases for marketing, advertising, and outreach purposes. Ensure client information is accurate and up to date.
• Conduct outreach to potential clients – Engage with potential event clients via phone, email, and in-person meetings to promote Thanksgiving Point’s event spaces and services.
• Prepare weekly Tripleseat reports – Run detailed event reports from Tripleseat software for accounting and financial meetings, ensuring data accuracy and completeness.
• Answer phone calls and emails – Provide timely and professional responses to client inquiries, event booking requests, and general information questions.
• Maintain a clean and organized front desk and meeting space – Ensure a professional and welcoming environment by keeping workspaces tidy and presentable.
• Greet clients and walk-ins – Serve as the first point of contact for guests, providing assistance with event inquiries and directing them to the appropriate staff members.
• Assist with monthly invoices – Support the accounting team by making copies, filing, and emailing invoices to clients and internal departments.
• Process Code M payments – Handle financial transactions through the Code M system, ensuring accuracy in payment processing and record-keeping.
• Update the BEO (Banquet Event Order) book – Maintain and update the master BEO book to reflect all event changes, ensuring seamless event execution.
• Create the “Mag Lock” schedule – Develop and distribute door lock schedules to ensure proper security and access control for each event.
• Design and post door signs for all events – Work closely with Event Managers to create clear and professional signage for event spaces.
• Create menu signs for all events – Coordinate with the Catering Office to design and post accurate menu signs for catered events.
• Invoice internal departments – Process internal billing and ensure accurate documentation for interdepartmental transactions.
• Support monthly accounting duties – Assist with accounts receivable, payment coding, and other financial tracking tasks.
• Order office supplies as needed – Monitor inventory levels and place orders to ensure the office remains well-stocked with necessary materials.

Qualifications:

• Previous experience in an administrative, front desk, or customer service role preferred.
• Strong organizational and multitasking skills with attention to detail.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and scheduling software.
• Experience with Tripleseator similar event management software is a plus.
• Excellent verbal and written communication skills.
• Ability to work both independently and collaboratively in a fast-paced environment.
• Professional and welcoming demeanor with a customer-first mindset.