Office Manager

At LIVE EVENTS we are a trusted leader as a FULL-SERVICE ENTERTAINMENT AND PRODUCTION COMPANY. OUR PASSION for the business will be demonstrated by our CUTTING EDGE INNOVATION, THE HIGHEST QUALITY STANDARDS & superior CUSTOMER SERVICE.

OUR CORE VALUES

Ensuring SAFETY is our Top Priority.

We treat each Teammate, Customer, Supplier, and Regulator with RESPECT.

Individual and Team INITIATIVE drives our company.

We produce every project with TIRELESS DEDICATION.

Great performances are our PASSION.

Position Summary

This role is responsible for maintaining office business process functions for optimal workflow and will perform office and administrative tasks along with performing accounting duties.

Essential Functions

While not all-inclusive, the following is a list of primary and general duties. In addition to these listed duties, this position shall also perform other tasks as assigned, shall abide by all provisions of the Employee Handbook, and shall participate in all company initiatives and projects.

• Responsible for accounts receivables and accounts payable and makes calls regularly to keep up to date and report to finance.

• Creation of deposit invoices and ensuring prepayment of shows (prior to execution) with no credit.

• Manages show pay for independent contractors (1099) and assists with preparing information for payroll processing and checking accuracy of hours and show pay.

• Creates and presents reports as requested –Labor Reconciliation, Job Collection Report and Past due client invoices.

• Support salesforce with accurate and quality pipeline visibility, including tracking of sales goals and commissions of each member of the sales team.

• Responsible for ensuring the sales status is accurate in Flex.

• Creation of sales and purchase orders (from Flex to Netsuite).

• Tracks vendor/client contracts.

• Maintains office equipment and troubleshoots when necessary, or connects with IT to solve network/equipment problems.

• Offers administrative/clerical support to the local teams and to shared services teams as necessary-including supporting to set up local interviews for Leaders/Managers on site.

• Ensures that established office safety procedures, including appropriate evacuation plans, running drills, and setting up building security are being followed.

• Fields main office calls and directs them appropriately.

• Prepares and sends office mailings, packages and distributes mail.

• Orients new staff members and familiarizes them with the facility and staff and coordinates with HR Shared Services as needed.

• Coordinates schedules for in office training and reserve conference room as needed.

• Handles inventory and ordering of office supplies, kitchen items, and other incidentals necessary for office operations.

Experience and Skills/Abilities

• 2+ years of office management and administrative support experience in a fast-paced environment is preferred.

• 1+ year of accounting experience is strongly preferred.

• Ability to work with others to solve group problems, including, but not limited to workflow, workload and identifying and solving roadblocks to streamline communication.

• Excellent verbal communication and listening skills.

• Excellent written communication skills.

• The ability to multitask, organize, track and follow up with high attention to detail

• The ability to follow written and verbal instructions of supervisors is required.

• Google Workspace, Netsuite, HubSpot, and Monday.com are preferred.

Education

• High school diploma or GED.

• Associate’s Degree or 2+ years of relevant experience, preferred.

Physical Requirements/Work Environment

This job operates in a professional office environment. This role routinely uses standard office equipment such as laptop computers and smartphones. The person in this role must be able to remain in a stationary position 50% of the time and must move about occasionally inside the office to access file cabinets, office machinery and have routine contact with individuals in the office. The person in this role must frequently climb stairs. This person in this role must be able to lift 25 lbs routinely and 50 lbs occasionally.

Travel

This position requires travel, up to 10% of the time. Travel will be mixed, local and outside the local area and overnight.

Expected Hours of Work

The typical work schedule for this position follows a standard workday, with occasional flexibility for evening and weekend work during high-volume periods. All breaks and lunches will comply with local, state, and federal laws, and overtime, if required, will be compensated in accordance with local, state, and federal laws.