Reporting to the General Manager this role is responsible for; Supporting THFC main helpdesk and CE management with administrative duties. Working on Event day as main helpdesk administrator for CE.

Key Responsibilities 

- Assist the finalisation of indicative staff plan and assist in the preparation of staff rosters in Human Force IT System. 

- Assist the Manager with staff briefings – (preparation of stand-by lists, information sheets etc.) 

- Assist the Manager with staff applications and ensure that appropriate employee checks are done, application forms and other supporting documentation is finalised and forwarded to payroll. 

- Assist the Manager by ensuing that the timesheets are completed by all staff accurately and that all timesheets are correctly entered into Human Force system database 

- Assist the Manager with the processing of all purchase orders; job dockets are correctly entered into the finance system. 

- Assistance for provision of adequate uniforms, laundry arrangements and ensure all uniforms are ready for distribution 

- Arrange display of all site plans, white boards, event timetables and any relevant information to assist venue management and staff 

- Set up Human Force system for biometric staff clock in and out processes 

- Ensure all staff are signed on and issued with the correct uniform 

- Ensure Area Supervisors and Manager are aware of any staffing issues 

- Ensure all staff sign off at the end of their shift and return uniforms, radios and keys 

- Ensure timesheets are completed accurately in Human Force system and passed onto payroll for processing according to the stated process 

- Ensure all paperwork relating to hiring staff has been completed and passed to the HR/Payroll Department in a timely manner 

- Ensure incidents/accidents which occur are reported on Atlas database. 

- Operating the event day Help Desk when required, ensuring all information is correct and thoroughly followed through to completion. 

- Answer phones and direct calls/take messages as required 

- Distribute emails, post etc. as required 

- Ensure data entry of Purchase Orders and Job Dockets daily 

- Print event evaluations and staff assessments for distribution to Area Supervisors for close of the event 

- Undertake client administrative duties similar to those described above

Client & Team Relationships 

- Work closely with clients, attending daily and weekly catch-ups to align on expectations and address any concerns. 

- Participate in Toolbox Talks and team briefings, ensuring key updates and policies are communicated effectively. 

- Foster positive relationships with both internal teams and external stakeholders to deliver exceptional service.

Key Skills Required 

- Proven experience in administrative support, ideally in the event/venue industry, or similar service related industry, in a client/contractor relationship. 

- Experience and proven ability in the use of – o Microsoft Word o Excel 

- Proven ability to deliver quality customer service both in-house and to clients 

- Proven ability to work to tight timetables and resolve issues in a dynamic event environment

Essential Personal Qualities 

- A proactive, positive attitude with a strong work ethic. 

- Exceptional organizational skills and attention to detail, particularly in compliance and rostering tasks. 

- Strong leadership and team management abilities, with a collaborative mindset. 

- Excellent written and verbal communication skills. 

- Ability to work effectively under pressure in a fast-paced, dynamic environment. 

- Flexibility to work evenings, weekends, and public holidays as needed. 

- Commitment to ongoing professional development and training.