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Do you want to work for a Championship organization? We have the job for you! The Miami HEAT Sales Division is seeking a Manager of Administration for the Executive Vice President/Chief Commercial Officer! Responsibilities include but are not limited to screening calls, making travel and meeting arrangements, preparing reports and financial data, and managing internal and external partner customer relations. Requires strong computer and internet research skills.

This position will also supervise all consultant expenses and book all travel for external consultants coming to FTX Arena to work on various projects. This potion will align with Finance to rack travel an expense reimbursement as well as pre approval process for expenses.

Also calls for flexibility, excellent interpersonal skills, project coordination experience, and the ability to work well with all levels of internal management and staff, as well as outside clients and vendors.

Essential Duties & Responsibilities:

ESSENTIAL FUNCTIONS:

The following are examples of the various functions required. The job requirements are not limited to the items on this list.

Budgets

  • Maintain the budgets for the Sales Division; Corporate Sales, Corporate Services, Ticket Sales, Premium Services

  • Code and process invoices, expense reports, check requests, , house charges, petty cash requests and American Express statements

  • Manage bill backs – invoicing, checks and balances, maintain spreadsheets for each account manager for commission payouts

  • Liaison between Sales Division and Finance Department

  • Maintain open communication daily to ensure that we are on track

  • Meet on a monthly basis to discuss expenditures / forecasting

Administrative

  • Maintain calendars for EVP & CRO, VP of Corporate Partnerships and VP of Tickets Sales

  • Assist with scheduling of meetings and conference calls (internal and external)

  • Assist with scheduling of travel – airfare, hotel, car service, reservations, etc.

Tickets

  • Manage Corporate Holds throughout the season

  • Ensure that client locations, parking and ticket stock are accurate prior to season, as well as prior to playoff run

  • Assist with moving client locations as needed or providing open locations upon request

  • Fulfill individual ticket requests as they come in

Sponsor Room

  • Send out invitations/emails for private receptions or “open” sponsor room nights

  • Place Food and Beverage order with Levy on an individual game basis

  • Gifts (when required)

Player/Legend Appearance Requests

  • Liaison between Sales Division and BB Ops – submit requests, forward confirmations, acquire/submit check requests, send reminders

Partnerships

  • Maintain a good working relationship with local execs and staff

  • Manage all of their ticket requests for Heat games and events – internal or third party

  • Manage the barter account

  • Book business travel via AA Ticket Office Reservation Agents for Business Operations Staff (out of town meetings, conferences, etc.)

Sponsor Trips

  • Assist with planning and carrying out all aspects of the trip

  • Invite list / Invitations

  • Flight Reservations

  • Gather information from all guests that RSVP, make notes of individual needs for planning purposes

  • Venue site visit for planning purposes

  • Confirm schedule of events and activities, rentals, food & beverage, car service, etc.

  • Gifts – purchase, packaging, etc.

Holiday & Playoff Gifts

  • Plan, purchase, implement delivery of gifts to all of our Corporate and Premium Accounts.

Desired Qualifications:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education and/or Experience

Bachelor’s degree or equivalent from a 4-year college or technical school; or one year related to 5 years’ experience and/or training; or equivalent combination of education and experience.

Successful candidate(s) will be required to follow The HEAT Group Vaccination Policy.

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, gender/gender identity, age, disability, marital status, sexual orientation, pregnancy, genetic information, national origin, citizenship status, veteran status, and any other legally protected status entitled to protection under federal, state, or local anti-discrimination laws. EOE & DFWP

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