Administrative Assistant - Events

Description

Job Summary: Manage relationships with internal and external customers, draft contracts, control payments, supervise maintenance of venues and technological resources, and provide event support. Key Highlights: 1. Serving internal and external customers 2. Managing lease contracts and payments 3. Providing event support and maintenance follow-up **SUMMARY DESCRIPTION** Serve internal and external customers, draft lease contracts, request, control, and follow up on lease payments. Control and monitor maintenance of physical spaces, building infrastructure, and technological resources of leased venues. Provide on-site customer support during events, send Customer Satisfaction Surveys to customers, and prepare event reports. **DETAILED DESCRIPTION** 1\. Serve internal and external customers via telephone, e-mail, and WhatsApp, verifying event requirements, informing them about available facilities and schedules, and negotiating lease fees on a daily basis; 2\. Draft lease contracts by completing the standard Word form, inserting required information, sending it to customers via e-mail, collecting manual signatures, and archiving digitally and physically as needed; 3\. Request lease payments by submitting and delivering the standard authorization form in person to the billing department whenever necessary; 4\. Control and monitor lease-related payments by confirming amounts through the SAP system and/or payment confirmations received via e-mail and WhatsApp, as required; 5\. Control and monitor maintenance of leased physical spaces by contacting the General Services Department via Internal Request (SI) and telephone, providing the event schedule on a weekly basis; 6\. Control and monitor building infrastructure and technological resources of leased venues by inspecting premises together with the lease responsible party (before and after the event), based on an inspection report, and collecting signatures from involved parties as required; 7\. Provide on-site customer support during events, including providing the Wi-Fi password (requested from IT via SI), testing audio and projection equipment, and remaining available as needed; 8\. Send Customer Satisfaction Surveys to customers by sharing the Outlook Forms link via WhatsApp and e-mail, generating results reports, and forwarding them to the entity’s responsible parties as required; 9\. Prepare event reports using Excel, entering necessary lease information and sending them via e-mail to coordination on a monthly basis;