Job Description

Under the direction of the Supervisor, Building and Administrative Services, the Building and Administrative Services Coordinator provides strategic and operational support that enhances collaboration, efficiency, and alignment with organizational values. This role ensures smooth internal processes and effective external engagement through proactive coordination, clear communication, and thoughtful planning. By supporting seamless execution of initiatives and maintaining high standards of professionalism, this role contributes to a positive, service oriented organizational culture.

ESSENTIAL DUTIES AND RESPONSIBILITIES

1. Delivers professional, customer-focused service to Tribal Citizens, executives and dignitaries, meeting service standards, maintaining strong feedback scores, and minimizing service-related complaints.

2. Collaborates with cross-functional departments, contractors, coworkers, and project stakeholders in support of goals and initiatives. Ensures timely and consistent communication of project status updates to leadership.

Maintains and updates employee access credentials in collaboration with the DPS Access Control Team, ensuring accurate permissions across Tribal government facilities and resolving access‑related issues as they arise. Oversees the full lifecycle of Tribal identification cards, ensuring all processes follow established Office of the Tribal Council (OTC) policies, procedures, and compliance requirements. Facilitates issuance, updates, replacements, and record maintenance for all Tribal and employee ID cards. Coordinates the printing and distribution of credentials and ensures timely issuance for new hires in alignment with organizational standards.

3. Provides support for space planning initiatives, including the coordination and execution of relocations and layout adjustments. Maintains clear and consistent communication regarding community building configurations to ensure alignment with organizational needs. Collaborates with Public Works to facilitate timely maintenance and repairs of Tribal Government Operations (TGO) buildings, promoting safety, functionality, and operational efficiency across all TGO facilities.

4. Schedules appointments, organizes programs, and coordinates participation in events and conferences, ensuring all logistical details are arranged efficiently. Provides support for event planning and execution, including organizing planning meetings, securing vendor contracts, submitting purchase orders, and delivering on-site logistical assistance. Supports a wide range of gatherings, including team member events, Tribal community celebrations, and private Tribal functions, fostering smooth operations and meaningful engagement.

5. Provides high-level administrative support to the OTC department and collaborating departments. Maintains confidentiality of sensitive materials and ensures smooth, efficient office operations. Upholds administrative systems and workflows to promote productivity, accuracy, and seamless communication within the office.

6. Assists in the preparation of action items by copying and collecting action items, support materials, and coordinating in-person presentation requirements.

7. Arranges and assists with planned meetings; prepares summaries of meetings and conferences as needed or directed.

8. Performs other duties as assigned to support the efficient operation of the department.

EDUCATION, EXPERIENCE AND QUALIFICATIONS

• Associates degree in Business Administration, Business Management, Facility Management or related field is required.

• Bachelor’s degree in Business Administration, Business Management, Facility Management or related field is preferred.

• Minimum of five (5) years of progressive administrative or operations experience is required.

• Related, relevant, and/or direct experience may be considered in lieu of minimum educational requirements indicated above.

KNOWLEDGE, SKILLS AND ABILITIES (KSA)

• Experience working in a Tribal Government is preferred.

• Basic proficiency in computer systems and software applications, including MS365 and related platforms.

• Intermediate proficiency in Conga, Lawson and/or other related systems.

• Strong organizational and multitasking abilities with exceptional attention to detail, including accurately capturing and spelling callers’ and guests’ names.

• Ability to demonstrate professional communication practices and maintain effective interpersonal relationships; demonstrates initiative and high level of professionalism.

LICENSES, CERTIFICATIONS AND REGISTRATIONS

• At the discretion of the San Manuel Tribal Gaming Commission, you may be required to obtain and maintain a gaming license.

• ASAP American Society of Administrative Professionals, Pace Certification preferred.

• Authorized Driver: Role requires operation or driving of Tribe-owned vehicles or driving patron vehicles. A valid driver’s license with an acceptable driving record as determined by the insurance carrier is required.

PHYSICAL REQUIREMENTS/ WORKING CONDITIONS – ENVIRONMENT

The physical demands and working environment described here are representative of those that an employee encounters and must be met by an employee to successfully perform the essential functions of this job.

• Primary work environment is in a climate-controlled office setting.

• Work requires travel to attend meetings, trade shows, and conferences.

• Incumbents may be required to work evening, weekend and holiday shifts.

• Must be able to work in a fast-paced, high-demand environment.

• Strength sufficient to exert up to 10 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects and/or move up to 40 pounds occasionally.

• Sedentary work: involves sitting most of the time. Constantly operates a computer and other office productivity machinery, such as a calculator, copy machine, and computer printer.

• Physical activities that apply to the essential functions of the position are balancing, stooping, kneeling, crouching, reaching, pushing, pulling, lifting, grasping, talking, hearing, and repetitive motions.

• Hearing sufficient to hear conversational levels in person, via videoconference and over the telephone.

• Speech sufficient to make oneself heard and understood in person, in front of groups, in meetings, via videoconference and over the telephone.

• Visual acuity that meets the requirements of the position: The worker is required to have close visual acuity to perform an activity such as preparing and analyzing data and figures; transcribing; viewing a computer terminal; expansive reading and visual inspection of employees, visitors or facility.

• Mobility sufficient to safely move in an office environment, walk, stoop, bend and kneel, and enter, exit and operate a motor vehicle in the course of travel to promotional events, meetings, conferences, trade shows and San Manuel properties.

• Endurance sufficient to sit, walk and stand for extended periods, and maintain efficiency throughout the entire work shift and during extended work hours.

• The employee may be exposed to fumes or airborne particles including secondhand smoke.

Reasonable accommodation will be made in compliance with all applicable law.

As one of the largest private employers in the Inland Empire, San Manuel deeply cares about the future, growth and well-being of its employees. Join our team today!