Role and Responsibilities

Brite Ideas is a 30+ year old company that delivers audio visual technical services and equipment for live and virtual events and productions for entertainment, corporate, non-profit, educational, and art center organizations. We are looking for a professional, client facing Interim Admin & HR Coordinator to organize, coordinate, and perform administrative, human resource, and other office duties and procedures. Your role is to create and maintain a pleasant work environment, ensuring high levels of professionalism and organizational effectiveness, communication, and safety. A key success measure for this role is having the ability to navigate competing priorities seamlessly and effortlessly with ease and polish.

Building Maintenance scheduling inspections with local vendors, ordering maintenance supplies, and ensuring the upkeep, repair, and cleanliness of the facilities, breakroom, and offices.

City Business Licenses track and maintain current city licenses and distribute to appropriate project managers when necessary.

Client Interfacing host clients while in office by greeting and ensuring clients are being tended to throughout their stay, picking up lunch, stocking refreshments, navigating them through the building, and assisting with getting them connected on WiFi and light clerical work.

Front Desk answer phones, greet employees and visitors, and assist employees with printer/fax needs. Must keep open lines of communication with employees as requests come in, filter, and pass to appropriate management.

Health Tracking if needed, track Covid forms, employee use of paid Covid time and distribute information to payroll.

Human Resources HR contact for employees in company complaints; field and record complaints and route to appropriate management. Assist with administrative work which will include keeping track of 401(K) vesting schedules, health insurance renewals, workmans comp audits, handbook updates, and additional organizational documents. Partner with HR to update and maintain policies, schedule trainings, keep record of internal inspections per Cal/OSHA guidelines, and assist with new hire onboarding.

Logistics manage Toll Roads account and assist logistics in entering in all new or leased trucks. Assist employee drivers in scheduling annual DOT physicals, receive completed paperwork, and pass off to HR.

Mail sort and distribute mail to appropriate employees and create FedEx labels that are requested

Office Management tracking and ordering office supplies and keeping the Breakroom stocked with refreshments for employees and clients while keeping within office budgets. Manage contract and price negotiations with office vendors and service providers. Monitoring the cleanliness provided by cleaning services, ensure offices and desks are organized by their owner, and attend to the Conference Room before and after client visits.

Records maintain and track records yearly which will include ordering Bankers Boxes for Finance and sorting documents to purge and shred through local vendor.

Vacation/PTO Requests track all requests, ensure supervisor approval, enter onto shared calendar, and inform payroll.

Assist CEO and Director of Finance & Admin assist with administrative requests including travel, mail, errands, scheduling, and other special projects as requested.

Other other duties as assigned.

Requirements

Qualifications and Education Requirements

Bachelors degree in business or relevant coursework preferred and/or 3-5 years relevant experience.

Must have use of a car for errands.

Must be able to lift and carry boxes weighing approximately 30 lbs.

Ability to occasionally work weekends and evenings.

Must be able to be in office Monday-Friday, remote work not available.

Schedule:

M,W,F: 9a-1p

T&TH: 9a-6p

Additional afternoon shifts may be required depending on workload, weekly schedule to be determined by Director of Finance & Admin.

This is a seasonal/temporary job while our Office Manager is out on a leave of absence; we are anticipating this to be a 6-month temporary job.

Preferred Skills

Proven experience as an Office Manager or Executive Assistant.

Proficiency in MS Office (Outlook and Excel, in particular).

Familiar with working on Mac computers.

Hands on experience with office machines (printers and fax machines).

Excellent time management skills to prioritize work.

Attention to detail and problem-solving skills.

Excellent written and verbal communication skills.

A creative mind with the ability to suggest improvements.

The BRITE IDEAS Way

Here at Brite Ideas, our values are the building blocks of our DNA that shape our attitude toward how we tackle a problem, work with a customer, or interact with one another, and are just as important as what we create.

Respect: Be considerate of ones self, one another, the team, customers, vendors, venues, and our equipment.

Service: Exceed expectations. Be the problem solver. Be a partner, not just a vendor.

Integrity: By ensuring actions are consistent with words, earn the trust of both internal and external customers through dedication, responsibility, consistency, and honesty and truthfulness in relationships.

Creativity: Were passionate and we love tough challenges. You dont hear a lot of I dont know how or I cant. When faced with a hurdle, we come together and strive to be clever, original, inventive, and cutting edge.

Growth: We recognize that people are one of our key assets and we should value their contributions, reward them fairly, and develop them to their fullest potential. Our goal is to provide leadership opportunities for further growth, thus helping our people realize their career aspirations.

Attitude: Our attitude is shaped by combining these elements together. How we tackle a problem, work with a client or interact with one another is just as important as what we create.