Office Administrator

This is a Full Time Job

Role Overview
We are seeking a highly organised and proactive Office Administrator to support the day-to-day operation of our Los Angeles office.

This role will work closely with the Operations Manager and Labor Coordinator, providing administrative support across labour scheduling, purchasing, project administration, compliance, travel coordination, and general office management. The ideal candidate will be detail-oriented, confident working with multiple priorities, and capable of keeping systems, paperwork, and processes organised in a fast-paced live events environment.

Key Responsibilities
Operations Support
You will provide administrative support to the Operations Manager, assisting with project setup and administration within Lasso and RMS. Daily duties include preparing and maintaining documentation, such as crew lists, schedules, and operational records. You will also support equipment logistics by coordinating paperwork, deliveries, collections, and courier bookings. Tracking outstanding actions, maintaining accurate filing systems, and assisting with customer and supplier communications are essential to keep operations running smoothly.

Labor Coordination Support
Working alongside the Labor Coordinator, you will support crew administration and scheduling. This involves preparing booking confirmations, distributing work information, and onboarding new employees and freelance crew. You will ensure personnel records are up to date by tracking availability, certifications, training, and compliance. Additionally, you will coordinate travel arrangements (accommodation and transport) and monitor shared inboxes to handle routine crew enquiries.

Purchasing & Finance Administration
Your financial responsibilities will include raising purchase orders, maintaining purchasing records, and obtaining and comparing supplier quotes. You will process supplier invoices, ensuring all supporting documentation is complete, and match them against purchase orders to escalate any discrepancies. You will also assist with tracking project costs and support the Finance team with invoice approvals.

Compliance & Documentation
You will be trusted to maintain employee files, insurance records, certifications, and compliance documentation. This includes supporting Right to Work and employment document administration, as well as Health & Safety record keeping. Ensuring company records are organised, accurate, and easily accessible is key, particularly to support audit preparation and document requests.

Office Administration
To keep the office running efficiently, you will manage incoming calls, emails, mail, and visitors. Duties include ordering office supplies, maintaining facilities, coordinating meeting arrangements, and managing calendar bookings. You will also prepare reports, spreadsheets, and presentations, while supporting directors and management with general tasks and assisting with company events or internal communications.

Skills & Experience
Essential Qualifications: We require previous experience in an administrative, office coordination, or operations support role. You must possess strong organisational skills, excellent attention to detail, and the ability to manage multiple priorities to meet deadlines. A successful candidate will be an independent worker who uses initiative, communicates effectively (both written and verbally), and maintains a professional, approachable manner.

Desirable Qualifications: Experience within the live events, entertainment, production, logistics, or equipment rental industries is a major plus. We also highly value candidates with experience in labour scheduling, workforce coordination, or familiar with rental and project management software. Knowledge of purchasing procedures, invoice processing, and compliance documentation will help you stand out.

Personal Attributes
We are looking for someone who is highly organised and methodical with a positive, team-oriented attitude. You should be comfortable in a fast-paced environment, equipped with strong problem-solving skills, and ready to take ownership of tasks through to completion. Adaptability and a willingness to assist across different departments are vital.