VIAD Administrative Coordinator - Tradeshow in Hodgkins, Illinois

Support Operations Department both in the office and at show site in the performance of key administrative activities with primary focus on Tradeshow Production, Freight & Safety support.

  • Reviewing, organizing and submitting Union Payroll at Showsite to GES Payroll Processing Dept in Las Vegas by posted deadlines

  • Assisting Payroll Dept & Union laborer for payroll issues

  • Scanning of Small Package deliveries (UPS, Fedex, etc) at show site.

  • Timely and accurate submission of information related to the labor tracking process

  • Assists with Union New Hire Paperwork completion

  • Provide administrative support for Loss Prevention & Safety at Showsite

  • Data entry of Certificates of Insurance and communicating noncompliance to exhibitors in a timely and professional manner

  • Occasional Advanced Warehouse assistance at offsite location

  • Assisting in the Marshalling Yard checking drivers in for loading/unloading at show site

  • Entering of Bill Of Lading Information into GES System

  • Completing Show Close Files in an organized and timely manner to meet deadlines in place

  • Support other Operations Coordinators in alignment with their requirements as needed and prescribed by the Operations Support Supervisor

  • Assisting with administrative completion of Rental, Supply, & Services Purchase requisitions as requested by Operations Management

  • Running if reports and other Pre & Post show administrative needs assigned by Operations Management

  • Perform all duties with the utmost integrity avoiding any conflict of interest

  • Perform other duties as assigned and deemed necessary of the position under the direction of the Operation Support Supervisor

  • Three to five (3-5) years of customer service and administrative, or payroll experience preferred

  • Knowledge of Tradeshow industry, preferred

  • Must type 50 wpm and have 10 key calculator skills

  • Must be proficient in Microsoft Office (Excel, Word & Outlook)

  • Must be able to multi-task while keeping thoroughly organized

  • Must be able to work in a fast-paced environment and meet deadlines with little supervision and prioritize accordingly

  • Must have excellent communication skills, be a team player, and self-starter with an understanding of team goals

  • Valid Driver’s License

  • Ability to work nights and weekends and possible holidays is required.

  • Must be able to work flexible schedule work hours, shifts or days worked will vary due to show schedules and adapt to short notice of schedule changes –standard non-show hours are 8am-4:30pm in office

  • Travel is required to work in out of home state venues facilities in the Midwest and potentially other parts of the US.

  • Job requires walking, bending, handling, reaching, grasping, lifting 25+ lbs., and repetitive motions

  • Job requires long hours during show runs with varying stop and start time both early AM and late PM

  • Job requires ability to work well in a sometimes loud or otherwise uncomfortable atmosphere (variable temperatures, dust, etc) due to show floor inconsistencies and environments

  • Work performed in an office setting during non-show responsibilities includes sitting at a computer and filing

Job ID # (iCIMS): 2017-9103

External Company Name: VIAD Corp.

External Company URL: