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Administrative Coordinator


Universal City, CA
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Job Details

Company NBC Universal

Job Title Administrative Coordinator

Jobid 23768-381541

Location: Universal City, CA, 91608, USA

Description **Job Number** 36104BR

**Job Title** Administrative Coordinator

**Business Segment** Parks & Resorts

**Sub-Business** USH Creative

**Posting Category** Administrative Support

**About Us** Universal Studios Hollywood is the Entertainment Capital of L.A. featuring a movie-based theme park and Studio Tour, and bridged by Universal CityWalk, a dynamic entertainment, shopping and dining complex. Universal Studios Hollywood is an industry leader due to its impressive talent base of highly creative professionals who inspire and produce compelling entertainment and innovative attractions that immerse guests in an authentic Hollywood experience. Universal Studios Hollywood’s team of professionals enjoys a unique culture where fun, hard work and high-quality results are priority, resulting in an employee base that is proud to work here. NBCUniversal’s policy is to provide equal employment opportunities to all applicants and employees without regard to race, color, religion, creed, gender, gender identity or expression, age, national origin or ancestry, citizenship, disability, sexual orientation, marital status, pregnancy, veteran status, membership in the uniformed services, genetic information, or any other basis protected by applicable law. The company offers equally unique opportunities for employees to expand their careers within Universal Studios Hollywood, Universal Parks & Resorts, and the broader NBCUniversal family. It’s a big universe, where do you fit in?

**Career Level** Entry-Level

**Country** United States

**State/Province** California

**City** Universal City


Assists with the administrative, contractual and financial process in support of the development and construction of projects at Universal Studios Hollywood. Includes both routine and non-routine tasks in support of the project team.

• Under direction of the project director and managers, assists in preparing contracts and other contract related documents based on established forms and systems. Works directly with vendors to build and maintain strong vendor relationships.

• Assists the financial team in reviewing invoices in a timely manner according to contractual obligations. Ensures timely and accurate processing; aids financial team in acquiring invoice revisions from vendor if necessary.

• Provides general administrative support and performs clerical duties for project team including but not limited to calendar management, expense reports, travel, office supplies ordering and maintenance, vendor correspondence and document control.

• Schedules and coordinates project meetings and/or conference calls with internal and external clients and vendors. Distributes meeting minutes, initiates and follows-up with action items with project managers.

• Compiles, updates and maintains project data/information/tracking logs for various aspects of the project including vendor tracking, change order request logs and project contract status reports.

• Maintains electronic and hard-copy project files in a retrievable manner.

• Processes vendor registration, reprographic and express delivery orders.

• Assembles and finalizes contract and project closeout documentation for all vendor contracts. Archives all project files, drawings, logs and backup upon project completion.

• Performs other duties as assigned.


• Minimum 3 years related experience in an administrative capacity.

• Must be proficient in Excel and possess the ability to maintain databases.

• Must be able to work 8:00am to 5:00pm Monday through Friday.

• Unexpected overtime is common. Must be willing to work overtime and/or on weekends with short notice.

**Desired Characteristics**

• Experience supporting construction, production or design firms is preferred.

• Must have a high attention to detail and be extremely organized in order to keep up with constant, steady workflow.

• Proven ability to communicate with all business levels over the phone, through written communication and in-person to create a comfortable and appropriate professional relationship.

• Must be able to work independently, identify and communicate creative solutions to challenges, maintain a strong focus on business priorities and be persistent in follow-through.

• Ability to orchestrate and execute multiple activities simultaneously in a fast-paced environment using resources effectively and efficiently.

We are an equal opportunity employer, offering a great work environment, challenging career opportunities, professional training and competitive compensation. Clickto view the NBCUniversal Candidate Privacy Statement.

The NBC Owned Television Stations create and distribute engaging content that connects with a valuable audience in 10 major markets across the country. Our content platforms include: NBC Stations broadcast and COZI TV, station websites, digital out-of home, and mobile.  Through our local news operations, our lifestyle production arm LX.TV, and our local sales marketing and production teams, NBC creates content that connects communities with the people, events, and issues they care about most.

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