Logistics Operations Administrator at Arena Group in Oak Creek, WI

LOGISTICS OPERATIONS ADMINISTRATOR Full Time · Location: Oak Creek, WI, US ✨ Work on Events the World Talks About At Arena, we turn bold ideas into unforgettable experiences. Our teams design, build, and deliver world-class event spaces for global names like Formula 1, the Ryder Cup, and the PGA Tour — and we do it on some of the biggest stages in the world. With projects across the US, UK, Middle East, and Asia, you'll gain hands-on experience, work with industry experts, and see your work come to life in real time. If you're looking for a fast-paced environment, real responsibility, and the chance to be part of something exciting from day one, Arena is the place to grow your career. 📊 You'll Love This Role ▸ You'll be the checkpoint that keeps the numbers accurate behind some of the biggest events in the world ▸ A detail-driven role at the financial heart of Arena's Logistics operation — invoices, budgets, and vendor records all run through you ▸ The work moves fast: orders change, timelines shift, and events keep coming — no two days look the same ▸ You'll work across departments and see exactly how your accuracy keeps projects on track and dashboards honest ▸ A company that promotes from within and rewards people who take ownership and show up ready 🏗️ How You'll Keep the Operation Moving ▸ Financial & Billing Support: Assist with budget and bid preparation, audit invoices against time sheets and vendor quotes, process invoices, and help manage vendor payments ▸ Job Cost Accuracy: Maintain accurate, up-to-date records of invoice totals and balances due, working with job budgets to keep project dashboard data accurate ▸ Records & Data Management: Keep vendor records current and organizational databases up to date — with Smartsheet as your daily home base for tracking and reporting ▸ Communication & Coordination: Coordinate internal communication between Logistics and other departments on budgets, billing, invoicing, and Accounts Payable ▸ Process Improvement: Follow and optimize SOPs to streamline workflows — and flag opportunities to do it even better ▸ Administrative Support: Provide clerical support for AP, payroll, reimbursements, and special projects that advance team and company goals 🧱 The Foundation You Already Have You don't need a perfect resume — you need sharp attention to detail, a head for numbers, and the ability to keep things accurate when it gets busy. ▸ High School Diploma/GED or relevant work experience required ▸ Proficiency with Smartsheet (extensive daily use) and Microsoft Office Suite (Outlook, Word, PowerPoint, Excel) ▸ Strong communication, organizational, and problem-solving skills ▸ Comfortable managing multiple priorities and deadlines in a fast-paced, deadline-driven environment ▸ Analytical mindset — you can evaluate a process, spot what's breaking, and come back with a fix ▸ A positive, cooperative attitude and the ability to work well in a team environment ▸ Available for 50+ hours per week including weekend hours 👍 Bonus Points If You Have These ▸ Bachelor's degree or equivalent ▸ Bilingual fluency in English and Spanish (written and verbal) ▸ Familiarity with learning management systems (LMS) or similar platforms 💙 We Take Care of Our People We know that a job is more than a paycheck, it's about feeling supported, valued, and able to live a full life outside of work. That's why we offer benefits designed to care for you and your family, both now and in the future. ✅ Competitive Pay – Your skills and experience are valued ✅ Medical, dental, and vision insurance to support your health and wellbeing ✅ 401(k) with Company Match – to help you plan for the future ✅ Paid Time Off & Holidays – Work hard, recharge often ✅ Flexible Work Options – We support work-life balance ✅ Career Growth Opportunities – Learning, development, and advancement ✅ Supportive Team Culture – Collaboration, respect, and inclusion ✅ Employee Perks – Monthly appreciation meal, event tickets, and more 📍 Location: Office-based | Oak Creek, WI 🕒 Schedule: 50+ hours per week including weekend hours; occasional non-traditional shifts 👉 Ready to take the next step in your career? Apply today and let's build together! Arena Americas is an Equal Opportunity Employer. We are committed to providing equal employment opportunities to all employees and applicants without regard to race, color, religion, sex, sexual orientation, gender identity or expression, national origin, age, disability, genetic information, veteran status, or any other protected characteristic under applicable law.