Manager, Office Administration
Sundance Film Festival
Los Angeles, CAThis was removed by the employer on 7/9/2021 2:17:00 PM PST
Not to worry we have many other jobs on the site;
Browse all jobs
Browse the Film Festivals Category
Browse the Marketing Category
Search for Manager, Office Administration jobs in Los Angeles-CA
Search all Manager, Office Administration postings
Full Time Job
POSITION OVERVIEW
The Manager, Office Administration is charged with overseeing our office operations, which includes front desk staff and the administrative functions across our Los Angeles, Park City, and New York City offices. This key position will be responsible for managing vendors, ensuring the office is clean, organized, and stocked with appropriate supplies, while working across all departments to coordinate virtual and onsite company activities. This will be a critical role as we prepare to welcome employees back to our offices.
Working closely under the direction of the Chief of Staff, the Manager, Office Administration will be a highly collaborative and initiative-driven team player who will implement and help convey our new 'hybrid' workplace. This position will work full time out of our Los Angeles, CA office and will be required to work extended hours, including mornings, evenings, and weekends at key points throughout the year. Travel to Institute events and our office locations may also be required.
Top priorities include but are not limited to…
Office Logistics
• Owning the management of all office needs including overseeing equipment, office supplies, recycling, furniture, shipping, parking passes, building security, and repairs.
• Managing part-time receptionist staff, including selecting and training highly effective employees, scheduling, delegating appropriate and meaningful work while providing direction, feedback, and support.
• Ensuring the employee experience and services provided are consistent across all offices.
• Serving as the budget manager for each office, ensuring expenses are coded, tracked, and projections are accurate.
• Covering the reception desk (in person and virtually) as needed, including welcoming, greeting, and assisting all visitors and answering and routing all incoming calls to the Institute lines quickly and efficiently.
• Managing technology systems for employee scheduling of desk and meeting space; oversee employee training to use these systems and act as the primary problem-solver of any challenges that arise.
• Monitoring and evaluating the hybrid scheduling system and hot desks while providing recommendations as necessary to ensure the system is efficient and meeting the needs of the staff and organization.
• Ensuring proper implementation of health and safety procedures, including compliance with state and local requirements and following guidance from the Institute's Health & Safety Committee.
• Liaising with cleaning services to ensure all offices meet cleanliness standards at all times.
• Communicating health, safety, and cleaning procedures as well as information about building procedures, changes, or alerts to staff.
• Managing office parking needs and facilitating staff issues with building management, including staff parking reimbursements, UTA vans, and issuing parking passes.
• Serving as the main point of contact for building maintenance and related issues; proactively identifying and promptly remedying any issues in the office.
• Contributing to office space planning and layout, including troubleshooting issues and providing suggestions on improvement.
• Facilitating monthly Institute staff meetings, collaborating with Technology Services to start on time, ensure functionality, facilitating meetings to keep them on track.
• Staying up to date on Institute general information, programs, submission timelines, deadlines, application details, ensuring reception staff is informed.
• Managing general office projects from the front desk, such as mailings, creating packets, and research.
• Planning office-wide events and activities as assigned, including office parties, other gatherings, and events.
• Preparing accurate training materials and conducting office orientation and training for all newly hired staff.
• Assisting the Chief of Staff as needed on special projects.
You have the following direct or transferable skill sets:
• Legal authorization to work in the United States.
• 3 years directly related experience.
• Experience managing staff.
• Strong attention to detail and accuracy in recording, tracking, and issuing information.
• Outstanding written, verbal, and interpersonal communication skills to work effectively with a wide variety of people.
• Working knowledge of and proficiency in Google Products.
• Excellent organizational skills including self-management of work schedule with the ability to multitask.
• Ability to maintain confidential information.
• Ability to work early mornings, nights, and weekends around events and key deadlines.
• Budget management experience preferred.
You will be successful in this role if you...
• Are dedicated to offering excellent customer support and creating a positive employee experience.
• Make employees feel welcome, comfortable, and fully supported to be as effective, productive, and engaged as possible when working onsite at one of our offices.
• Experiment and pilot new ways of working, and let things go when they do not work.
• Manage a lot of details at once and diplomatically prioritize competing requests.
• Are genuinely excited about being a part of a team defining the future workplace at Sundance Institute!
In addition to a competitive annual salary, this position comes with awesome benefits & perks, including:
• Over 25 paid holidays
• Health, vision, and dental insurance
• Paid sick, family, and medical leave
• 401(k) with automatic 3% employer contribution after one year of employment
• Sundance Film Festival passes and benefits (varies each year)
• Mission-driven workplace and amazing co-workers