Administrative Support Specialist for Gaming Operations

Our organization seeks a highly organized and detail-oriented Administrative Support Specialist for Gaming Operations to join our dynamic team on a full-time basis. This vital role provides comprehensive administrative support to our gaming operations across multiple jurisdictions, ensuring compliance, efficiency, and effective communication.

• Financial Administration & Reporting:
  • Process and code invoices using Converga, ensuring accuracy and timely payment.
  • Manage the setup of new and one-off suppliers, maintaining accurate vendor records.
  • Proactively follow up with Accounts Payable (AP) to resolve payment inquiries and ensure smooth financial operations.
  • Monitor and track departmental spending against budget, providing regular reports and analysis.
  • Initiate and manage Capital Expenditure (Capex) requests, ensuring proper documentation and approvals.
  • Collate, review, and allocate Max and Everi charges, ensuring accurate cost allocation.
• Regulatory Compliance & Jurisdictional Support:
  • Investigate and assess the impact of regulatory changes and weather events on gaming operations, providing timely updates and recommendations.
  • Ensure compliance with all relevant regulations by completing IMAC monitoring paperwork for Queensland (QLD) and Northern Territory (NT).
  • Prepare and submit required regulatory paperwork for the Northern Territory (NT).
  • Process interchanges within the IGC portal for South Australia (SA), ensuring accurate data entry and compliance.
  • Monitor and follow up with venues in New South Wales (NSW) to ensure the timely completion of Quickchange procedures.
• Logistics, Inventory & Asset Management:
  • Manage the ordering and procurement of replacement parts, ensuring sufficient inventory levels.
  • Maintain and manage comprehensive gaming files and records, ensuring accuracy and accessibility.
  • Coordinate the collection of disconnected and trade cabinets in Queensland (QLD).
  • Organize the transport of cascading cabinets across multiple jurisdictions (QLD, SA).
  • Facilitate the collection and destruction of disconnected machines in the Northern Territory (NT).
  • Order game conversions for all jurisdictions.
  • Manage and maintain warehouse inventory, ensuring accurate stock levels and efficient organization.
• Communication & Coordination:
  • Communicate gaming works and schedules to venues in Queensland (QLD), ensuring clear and timely information dissemination.
  • Liaise with monitors regarding scheduling in Queensland (QLD).
  • Verify job schedules in Queensland (QLD), ensuring accuracy and adherence to timelines.
  • Communicate the meter adjustment process to venues in Victoria (VIC), providing clear instructions and support.
• General Administration & Support:
  • Prepare and distribute accurate minutes/agenda for team meetings.
  • Manage company portal logins, ensuring appropriate access and security.
  • Manage relationships with Cope Transport and TSS Transport, coordinating transportation logistics.
  • Complete and process worksheets for service providers in South Australia (SA).
  • Perform IGC meter adjustments in Victoria (VIC).
  • Provide general administrative support, including but not limited to, assisting with projects, managing documentation, and completing ad-hoc tasks as requested.
  Qualifications & Skills:
  • Proven experience in an administrative role, preferably within the gaming or a related industry.
  • Strong organizational and time-management skills, with the ability to prioritize tasks and meet deadlines effectively.
  • Excellent written and verbal communication skills, with the ability to communicate clearly and professionally with internal and external stakeholders.
  • Proficiency in Microsoft Office Suite (Word, Excel, Outlook).
  • Experience with financial administration and budgeting principles.
  • Ability to work independently and collaboratively as part of a team.
  • Exceptional attention to detail and a commitment to accuracy.
  • Knowledge of gaming regulations and compliance requirements is highly desirable.
  • Experience with relevant software and systems (e.g., IGC portal) is a plus.