Administrative Coordinator

Job Responsibilities:

• Perform Accounts Payable tasks to include:
  • Creating, submitting, and managing the Purchase Order System.
  • Enter invoices and expense reports into Intacct (accounting software), Paper Save (approval software) and spreadsheets.
  • Create ACH payments for auto-withdrawal monthly payments.
• Perform Accounts Receivable tasks to include:
  • Creating invoicing for deposits, rehearsals, APSU events, and private events.
  • Distribute & update the Event Tracker weekly.
  • Email invoices for payment.
  • Follow up on unpaid invoices.
  • Communicate with booking department when payments are received or for collection assistance.
  • Creating project IDs, as needed.
  • Making bank runs, as needed.
• Update and Maintain Insurable Purchases & Utilities Tracking
• Assist in the planning and execution of employee appreciation events, staff holiday parties, Hearts of Gold (charity) initiatives, GUIDER activations, etc.
• Cover main F&M Bank Arena phone line and answer and direct all incoming phone calls, inquiries, and voicemails.
• Coordinate all F&M Bank Arena incoming and outgoing mail systems.
• Sort incoming mail and post all outgoing mail daily.
• Maintain UPS records, code Fed-ex bills, and track packages.
• Maintain positive relationship with UPS, FedEx, US Postal Service, and other vendors.
• Oversee Amazon Business and Staples accounts.
• Order and ensure that the break room is stocked with necessary supplies.
• Work closely with appropriate vendors to maintain copiers, printers and faxes around the administrative offices and schedule service calls as needed.
• Work closely with appropriate vendors to maintain staff water machines and schedule deliveries as needed.
• Oversee uniform inventory and place orders with uniform vendor as needed.
• Assist General Manager of F&M Bank Arena, Senior Finance Manager, and Senior Human Resources Manager, with administrative tasks, as needed.
• Other duties as assigned by manager.

Minimum Requirements:

• Bachelor’s Degree from an accredited college or university in Business or related field.

• 1-3 years’ experience in finance, office administration, or related field.
• Must be proficient in Microsoft programs (Excel, Word).
• Strong organizational and time management skills.
• Excellent written and verbal communication skills with ability to interact at all levels across the organization.
• Ability to exercise extreme confidentiality and discretion on a daily basis.
• Extremely detail-oriented with the ability to create accurate and timely reports.
• The selected candidate must be able to work evenings, nights, weekends, and holidays as required.
• As a condition of employment, qualified applicants will be subject to a background check, including a criminal history check, driving history and character references.

• Possess a valid driver’s license, possess a suitable driving history and be insurable by SS&E’s insurance carrier (without conditions).

Essential Physical Requirements:

• Exposure to bright lights, extreme temperatures, and loud noise.
• Physical activities include sitting, walking and standing for prolonged periods of time, a well as bending, squatting, climbing stairs, kneeling, twisting, lifting, grasping, balancing and handling of materials.
• Lifting requirements – must be able to lift a minimum of 20 lbs.
• High finger dexterity.
• Excellent computer skills.
• Excellent speaking and listening skills, requiring the perception of speech.

Equipment Used:

• Office Equipment (PC based desktop, Multi-line Phone System, etc.)

Note: Nothing in this job description restricts management’s right to assign or reassign duties and responsibilities to this job at any time. Employees will be required to follow any other job-related instructions and to perform any other job-related duties requested by any person authorized to give instruction or assignments.

Preds Perks: | In addition to medical, dental, vision, and life insurance, all full-time employees of the Nashville Predators and entities are eligible for Preds Perks. These currently include the following: Competitive pay,  referral bonuses, 401K eligibility, priority access to event presales, tickets to events (when available), Nashville Locker Room (pro shop) discount, premium pay for overnight shifts, 19 days of paid time off each year, Ford Ice Center programming discount, on demand pay, and bonus potential.

Equal Opportunity Employer:  Nashville Predators is an equal opportunity employer. The organization does not discriminate on the basis of race, color, religion, sex (including pregnancy), sexual orientation, gender identity, national origin, age, veteran status, or disability status, genetic information, or any other applicable federal or state protected classification. The organization celebrates diversity and is committed to an inclusive environment for all employees. In order to ensure reasonable accommodation for individuals protected by the Americans with Disabilities Act, as amended, applicants that require accommodation in the job application process may contact Margie Horwitz at mhorwitz@nashvillepredators.com to request an accommodation.