Job Descriptions

ADMINISTRATIVE AND LABOR ASSISTANT

JOB DESCRIPTION

General Summary  

The Administrative and Labor Assistant has primary responsibility of assisting the Labor Coordinator with all temporary and freelance labor-related initiatives. This role requires excellent organizational skills that ensure that all administrative-tasks related to supporting temporary and freelance staff is completed in a timely, thorough and accurate manner.  

Responsibilities of Position: Duties include but are not limited to:

Organizational Responsibilities

• Provide excellent service to all 4Wall and CAPS employees at all times.  

Personal Responsibilities

• Create projects in the CAPS online system.
• Request timecards from all freelance and/or temporary employees and enter/submit timecards within deadline.
• Request expenses from Project Managers and Production Managers who went on-site; follow-up on missed or non-job-specific expenses by the end of the month.
• Enter finalized CAPS audits into the Labor Profit Report.
• Enter labor costs, sub-labor, mileage, per diem, etc. into RentalWorks.
• Assist with booking and coordinating travel for show employees, freelance, and others, as required.  
• Update active jobs in Labor Report with labor costs, sub-labor, mileage, per diem, etc.; list jobs in the Report as complete when necessary.
• Send an overview of labor costs to Project Managers as requests are submitted.
• Schedule the requested crew for the project's dates; advise of any overlap of crew from other projects.
• Compare invoices with POs and contact Purchasing Agenct for necessary updates.
• Back-up the phones from the Los Angeles office.
• Assist the sales team with administrative tasks such as contacting customers regarding payments, modifying quotes as needed, etc.
• Manage and maintain location master schedules.
• Monthly supply orders for the location including placing the order and distributing supplies.
• Create, maintain, and enter information into databases.
• Other duties as assigned. 

Team Responsibilities

• Communicate in a positive and professional manner with all 4Wall Entertainment and CAPS employees.
• Maintain the highest level of customer relations.

Key Requirements

• 3 years of applicable office experience required; 2 year college degree preferred or equivalent combination of experience and education
• Strong PC skills including: Word, Excel, Outlook, PowerPoint and Internet.
• Excellent written and verbal communication skills.
• Must be responsible, self-motivated, self-starter, personable and well organized.
• Ability to manage multiple tasks simultaneously.
• Ability to maintain friendly, professional demeanor at all times.
• Must be able to take directions as well as multi-task in a fast-paced environment without supervision.
• Must have a solid work background, including recent consistent work experience. Gaps must be explainable.
• Must have a positive attitude, be team-oriented and have great customer service skills.
• Experience in entertainment lighting industry is strongly preferred.

Physical Requirements

The job duties and tasks of this position require the employee to regularly sit. The employee may choose to stand and move within their working area. Regular use of computer monitors and a keyboard/mouse will be required. The employee must occasionally lift and/or move up to 2 pounds. Other physical requirements of the job include the ability to communicate. Generally, the employee will be in a temperature-controlled work environment set for general comfort.

Availability

• Must be available to work in the evenings and weekends, as required.

Position Location and/or Territory and Travel

• Travel should be minimal.  

Position Type

• Full-Time/Regular
• Based on the Fair Labor Standards Act (FLSA), management has analyzed this position and determined it to be non-exempt.