Administrative and Onboarding Coordinator | Full-Time | Mobile Convention C at Oak View Group

Mobile, Alabama, United States -

Full Time

Start Date

Immediate

Expiry Date

28 Mar, 26

Salary

26.0

Posted On

28 Dec, 25

Experience

0 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Interpersonal Skills, Written Communication, Oral Communication, Organizational Skills, Attention to Detail, Microsoft Office Proficiency, Leadership Abilities, Timekeeping, Onboarding Coordination, Administrative Support, Staffing Logistics, Payroll Support, Event Coordination, Digital File Management, Problem Solving

Industry

Entertainment Providers

Description

Oak View Group Oak View Group is the global leader in venue development, management, and premium hospitality services for the live event industry. Offering an unmatched, 360-degree solution set for a collection of world-class owned venues and a client roster that includes the most influential, highest attended arenas, convention centers, music festivals, performing arts centers, and cultural institutions on the planet. Overview The Administrative and Onboarding Coordinator provides administrative support to the Operations team across AL, KY, and WI venues. This role assists with candidate intake, scheduling system setup, onboarding coordination, and operational payroll support. The Coordinator ensures accurate timekeeping, supports managers with staffing logistics, and provides general administrative assistance to maintain smooth day-to-day operations. Work EnvironmentThis position is on-site at the Mobile Convention Center. Standard business hours apply, with occasional flexibility required to support events, including mornings, evenings and weekends as needed. Must maintain regular attendance and a professional presence. This role will pay an hourly rate of $26.00 Benefits for Full-Time roles: Health, Dental and Vision Insurance, 401(k) Savings Plan, 401(k) matching, and Paid Time Off (vacation days, sick days, and 11 holidays) This position will remain open until March 20, 2026. Responsibilities Post job openings in ICIMS for AL, KY, and WI based on manager direction. Review resumes and forward qualified applicants to the appropriate manager. Contact candidates to gather prescreen information and schedule interviews. Prepare offer details for managerial review and approval. Request the opening or closing of requisitions in ICIMS as needed. Provide daily onboarding status updates and maintain the onboarding tracker for AL, KY, and WI. Input new hire information into scheduling platforms including Homebase (KY) and HotSchedules (AL). Submit background check requests for AL candidates following established procedures. Initiate Employee Files and provide the completed portion to the HR Director before the employee’s start date. Enter new hire profiles and secondary pay rates into E-Time under manager or payroll direction. Assist with job fairs from start to finish in coordination with the HR Director and managers. Collect, review, and verify employee timecards for accuracy prior to payroll submission. Assist with badge creation and timekeeping access setup. Prepare weekly timesheet summaries and communicate discrepancies to the Payroll team. Provide basic ADP access or navigation support to employees before escalating to IT or Payroll. Collaborate with the Payroll team to ensure timely processing of labor hours for AL operations. Provide general administrative and operational support to hospitality leadership across AL, KY, and WI. Assist with creating orientation slideshows for Mobile and other venues. Provide operational support during high-volume catering events or special projects. Maintain organized digital files, trackers, schedules, and shared documents used by Hospitality Operations. Support day-to-day office and communication needs as assigned. Other duties and responsibilities as assigned. Qualifications High school diploma or GED is required Ability to travel to venues as needed. Possess superior interpersonal and strong written and oral communication skills Ability to function in a fast-paced, high-pressure environment, handle multiple tasks at one time, meet deadlines Must be self-motivated with strong leadership abilities and organizational skills. Strong interpersonal and communication skills Excellent organizational skills and attention to detail Ability to work independently and as part of a team Proficiency in Microsoft Office Strengthened by our Differences. United to Make a Difference At OVG, we understand that to continue positively disrupting the sports and live entertainment industry, we need a diverse team to help us do it. We also believe that inclusivity drives innovation, strengthens our people, improves our service, and raises our excellence. Our success is rooted in creating environments that reflect and celebrate the diverse communities in which we operate and serve, and this is the reason we are committed to amplifying voices from all different backgrounds. Equal Opportunity Employer Oak View Group is committed to equal employment opportunity. We will not discriminate against employees or applicants for employment on any legally recognized basis (“protected class”) including, but not limited to veteran status, uniform service member status, race, color, religion, sex, national origin, age, physical or mental disability, genetic information or any other protected class under federal, state, or local law.

Responsibilities

The Administrative and Onboarding Coordinator provides administrative support to the Operations team, including candidate intake, scheduling, onboarding coordination, and payroll support. This role ensures accurate timekeeping and assists with staffing logistics to maintain smooth operations.