Job Details

What You'll Do

Human Resources & People Operations

• Maintains non-exempt salary employee attendance records and time sheets. Notifies corporate HR Manager and Manager on policy non-compliance issues.
• Maintains exempt salary employee pay records, SWEP, compensation time reports and ensures compliance to company policy and accuracy of pay.
• Creates, submits and maintains salary and hourly employee profiles/job/pay changes.
• Serves as a point of contact to employees with HR related inquiries.
• Assists with employee relations and charitable/community service projects.
• Prepares and sends out letters to charities that receive annual contributions; meet, as needed, to review requests by charitable organizations in the community.
• Manages office-wide communications via bulletin boards, e-mail and other electronic communication systems. Maintains California HR guidelines at public spaces in the office.
• Supports corporate talent acquisition with staffing process, coordinating interviews, and coordinating background check/drug screens/pre-employment physicals.
• Support hiring, onboarding, and offboarding processes in compliance with California labor laws.
• Purchases gift cards and maintains records for office-wide recognition program for Level I and Level II awards.
• Coordinates with independent contractors for timesheet for payroll.
• Updates the studio vacation balance in SharePoint for the Creative Project Managers for approval on vacation for their teams.
• Maintains digital and paper employee files.
• Maintains, researches, and handles contracts on new or renewal insurance (i.e., business, health, etc.).
• Completes insurance audits at the end of the policy period.

Office Management & Studio Operations

• Manages contract services of outside firm for maintaining Grounds Maintenance; ensures payment.
• Directs activities of housekeeping personnel.
• Arranges travel and processes travel expense reports for the Founders, General Manager, and specified staff members.
• Assists managers with proper completion, submission and approval of expense reports.
• Coordinates and approves travel with remote workers (i.e., airfare, rental car, and lodging).
• Support compliance with Cal/OSHA requirements, including maintaining Injury and Illness Prevention Program (IIPP) documentation as applicable
• Coordinate office schedules, calendars, and internal communications
• Maintains inventory of office supplies and other general plant supplies.
• Oversee product sample library, including managing inventory, organizing, and shipping samples to clients.
• Coordinates office celebrations, lunches, and other office related events.
• Maintain business compliance (ie business registration, state filings, etc).
• Coordinate renewals of professional liability, general liability, and workers' compensation insurance, business licenses and registration.
• Maintains and updates the NDAs and manufacturing Agreements.
• Inputs and maintains project pre-lien, bonds, and lien information.
• Provide administrative support for project documentation and quality control as needed.

What will make you successful

• Ability to prioritize and multi-task for maximum efficiency without sacrificing accuracy.
• Good written and verbal communication skills in English.
• Excellent organizational and time management skills with an ability to prioritize tasks.
• Proficiency using computers and software.
• Proficiency with MS Office Suite and general computer functions.
• Highly organized, proactive, and dependable
• Comfortable managing multiple priorities independently
• Discreet and professional with sensitive financial and personnel information
• Collaborative, service-oriented mindset with strong follow-through

Qualifications

• High school graduate or General Education Degree (GED) required. Bachelor's degree preferred.
• Experience in general office management, operations, or administrative roles, a plus.
• Experience supporting an A/E/C professional services company or creative studio preferred.