Procurement And Administrative Assistant - Dollywood Theme Park - Full Time Year Round

At Dollywood Parks & Resorts, we create memories worth repeating. We do this every day across all properties, all located in the Great Smoky Mountains of East Tennessee. Ask anyone who has visited Dollywood Parks & Resorts and they will tell you this place is different. It's not a difference that you can touch or see - it's a difference you can feel. We are seeking a Procurement and Administrative Assistant who will embody the heart and soul of our mission of creating memories worth repeating while bringing families closer together and caring deeply about our brand. This person also brings a spirit of fun, authenticity, collaboration, creativity and genuine hospitality to the lives of our guests.

We want to work alongside someone who acts as an extension of our mission, values, and culture. This individual is driven to create meaningful experiences for our hosts, guests, and community while ensuring the success and profitability of our unique offerings. They also bring fun, authenticity, collaboration, creativity, and genuine hospitality to their life and work. The right Procurement and Administrative Assistant checklist will include equal parts curious learner, innovator, administrator, detail driver, mentor, and motivator.

The Procurement and Administrative Assistant will provide support to the Dollywood Maintenance and Construction (M&C) team. This role entails supporting our procurement processes, including purchase orders (POs), invoice management, budgeting, project expenditure reports (PERs) setup, and providing general office administrative support, whilst working with other teams, such as Finance, Safety, and Human Resources, as needed. This role requires a strong attention to detail, ability to manage multiple tasks, and ability to work efficiently in a fast-paced dynamic environment.

Additionally, the ideal candidate will be able to display and live out Lead with Love qualities, strongly rooted in the Dollywood Company culture, by being patient, kind, trusting, unselfish, truthful, forgiving, dedicated and accountable.

Summary of Essential Functions and Responsibilities

• Ordering & Invoicing support:

• Assist with the preparation, receiving and processing of M&C purchase orders.

• Ensure that all POs are accurately entered and routed, while ensuring compliance with company procedures

• Assist with reviewing PERs and contracts, write corresponding POs and ensure proper coding.

• Maintain and update records of all POs

• Assist with the receipt, verification, and processing of M&C invoices.

• Accurately, efficiently, and timely receiving of all invoices after verifying dates, costs and coding

• Ensure that invoices match the corresponding purchase orders, PERs and / or contracts.

• Process check requests and expense reports, if and when needed

• Collaborate with the finance team and business to resolve discrepancies in invoicing and payments, if any.

• Maintain an organized system for PO & invoice filing and tracking.

• Vendor Relations:

• Assist with vendor set-up and ensure all relevant information is up-to-date.

• Handle inquiries from vendors regarding orders, payments, and other procurement-related matters.

• Procurement & Financial Support:

• As and when needed, support the Procurement Manager and Construction Accountant with strategic items such as (but not limited to):

• Set up and track capital and expense PERs and / or change orders and ensure that proper approvals and documentation are in place.

• Coordinate with relevant departments to ensure accurate and timely processing and closing of PERs

• Assist in the preparation of departmental budgets and track expenditures to ensure adherence to budgetary constraints.

• Assist with monitoring and tracking and providing support for financial reporting, including preparation of cost reports, reconciliation, and budget variance analysis.

• Liaison with Accounting to ensure assets are property secured and managed through the asset life cycle including facilitation of asset acquisition, maintenance and retirement process.

• Assist with all procurement and contracting activities including pre-qualification, tender management, negotiation and preparation of contracts.

• Consolidate supplier financial bids, analyze results, create summaries, create savings strategies, and present findings as appropriate

• Office Administration:

• Perform general administrative duties including answering phone calls, managing correspondence, and scheduling meetings, as needed

• Create emails, letters, memorandums, statements, reports, and statistical data accurately, appropriately, and in a professional manner.

• Greet Guests, Hosts, and vendors entering the office in a friendly, caring, and positive manner.

• Provide administrative support to include: managing calendars, coordinating meetings and travel, creating and editing presentations, and managing the office efficiently and professionally.

• Perform internal HR functions, to include: IT or access control requests, hiring process assistance, onboarding facilitation, guest alerts, flower orders, sending cards, distributing and tracking performance evaluations, etc.

• Provide support to M&C Hosts with using UKG scheduling, payroll, and the Host Hub.

• Coordinate Host activities for the M&C team, e.g. monthly luncheons, annual picnics, special events, birthday and anniversary cards, retirement celebrations, etc.

• Maintain divisional files in accordance with company procedures and policies (including business and personnel files), organizational chart(s), telephone and contact lists, computer authorizations, and Authorized Signature forms, reviewing for accuracy and timely completion.

• Post and route miscellaneous communications to M&C Hosts through various means of communication.

• Timely reconcile company purchase card according to company's policies and procedures.

• Distribute and pick-up correspondence and packages to/from other divisions daily.

• Assist leaders with timekeeping as needed and maintain department PEF Resolve any payroll issues for M&C Hosts, working in conjunction with Payroll.

• Ensure company-wide deadlines and information is passed on to the leadership team through staff meetings or other communication methods.

• Coordinate and monitor checklists for new and departing Hosts.

• Maintain adequate supply of necessary supplies for the office, break area, and restroom.

• Assist other departments as needed.

Management reserves the right to change and/or add to these duties at any time

Education and Experience Required

• Must be 18 years of age or older
• Associate's degree or equivalent from two-year college preferred.
• Previous experience in procurement, administrative support, or a similar role is preferred.
• Experience with UKG Pro and JD Edwards is preferred.
• Advanced computer proficiency with Windows/Microsoft Office products.
• Proficient experience with written reports, document procedures, and business correspondence.
• Experience with office equipment such as multi-function printers and multi-line telephones.
• Strong level of verbal and written communication, proofreading, editing, and math skills.
• Able to compose concise, well-written business letters and memos.
• Must have a valid TN driver's license with current automobile insurance and be able to drive company vehicles as required.
• Must successfully complete a background check including motor vehicle and pre-employment drug screen

Knowledge, Skills, and Abilities

• Able to make a friendly impression when speaking to or corresponding with guests, vendors, and other employees.
• Must reflect Dollywood's image by being genuinely friendly and caring and by taking pride in work.
• Must be self-motivated and disciplined.
• Must be able to prioritize and complete work assignments on a timely basis.
• Must maintain strict confidentiality and judgment regarding privileged information.
• Must be committed to continuous improvement.
• Must maintain a professional appearance with good personal hygiene.
• Must promote and support a "team" work environment by cooperating and helping co-workers.
• Must be productive in a fast-paced, dynamic environment.
• Must maintain dependable work attendance and flexibility with assigned work schedules including any required overtime, evenings, weekends and holidays
• Must be sensitive to the needs of our Guests and feel empowered to act to meet their needs within company guidelines.
• Must be able to utilize effective communication, problem solving, conflict management and interpersonal skills.
• Must show appreciation of others.
• Able to get along with other employees to work out problems and resolve conflicts.
• Able to comprehend instructions and retain information.
• Able to perform duties consistently with creating a safe and secure environment for hosts and guests.
• Able to be flexible and handle frequent changes in priorities.
• Able to add, subtract, multiply and divide with accuracy.
• Able to communicate effectively using standard English grammar and punctuation
• Strong organizational and recordkeeping skills with accuracy and attention to detail
• Able to tolerate various temperatures while working indoors and outdoors.
• Able to meet the physical demands of the job.
• Must function independently with limited supervision and guidance.
• Able to learn financial software, other computer systems, new programs and processes, as needed.
• Able to sit, stand, and walk for occasional long periods.
• Able to move, bend, stoop, kneel, reach, twist, climb/descend indoor and outdoor stairs, and lift up to 50 lbs
• Able to drive to and from Dollywood to run errands, attend off-park meetings, and transport deliveries

The Dollywood Company is an equal opportunity employer. Applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, sexual orientation, gender identity, disability or protected veteran status. The Dollywood Company drives a welcoming culture where ideas and decisions from all people support our efforts to be relevant in an ever-changing world.