Office Manager/HR Coordinator - San Rafael - Kain Colasanto, LLC

    Kain Colasanto, LLC
    Kain Colasanto, LLC San Rafael

    14 hours ago

    $45,000 - $80,000 (USD) per year *
    Description

    What You'll Do

    Be one of the first applicants, read the complete overview of the role below, then send your application for consideration.

    Human Resources & People Operations

    • Maintains non-exempt salary employee attendance records and time sheets. Notifies corporate HR Manager and Manager on policy non-compliance issues.
    • Maintains exempt salary employee pay records, SWEP, compensation time reports and ensures compliance to company policy and accuracy of pay.
    • Creates, submits and maintains salary and hourly employee profiles/job/pay changes.
    • Serves as a point of contact to employees with HR related inquiries.
    • Assists with employee relations and charitable/community service projects.
    • Prepares and sends out letters to charities that receive annual contributions; meet, as needed, to review requests by charitable organizations in the community.
    • Manages office-wide communications via bulletin boards, e-mail and other electronic communication systems. Maintains California HR guidelines at public spaces in the office.
    • Supports corporate talent acquisition with staffing process, coordinating interviews, and coordinating background check/drug screens/pre-employment physicals.
    • Support hiring, onboarding, and offboarding processes in compliance with California labor laws.
    • Purchases gift cards and maintains records for office-wide recognition program for Level I and Level II awards.
    • Coordinates with independent contractors for timesheet for payroll.
    • Updates the studio vacation balance in SharePoint for the Creative Project Managers for approval on vacation for their teams.
    • Maintains digital and paper employee files.
    • Maintains, researches, and handles contracts on new or renewal insurance (i.e., business, health, etc.).
    • Completes insurance audits at the end of the policy period.

    Office Management & Studio Operations

    • Manages contract services of outside firm for maintaining Grounds Maintenance; ensures payment.
    • Directs activities of housekeeping personnel.
    • Arranges travel and processes travel expense reports for the Founders, General Manager, and specified staff members.
    • Assists managers with proper completion, submission and approval of expense reports.
    • Coordinates and approves travel with remote workers (i.e., airfare, rental car, and lodging).
    • Support compliance with Cal/OSHA requirements, including maintaining Injury and Illness Prevention Program (IIPP) documentation as applicable
    • Coordinate office schedules, calendars, and internal communications
    • Maintains inventory of office supplies and other general plant supplies.
    • Oversee product sample library, including managing inventory, organizing, and shipping samples to clients.
    • Coordinates office celebrations, lunches, and other office related events.
    • Maintain business compliance (ie business registration, state filings, etc).
    • Coordinate renewals of professional liability, general liability, and workers' compensation insurance, business licenses and registration.
    • Maintains and updates the NDAs and manufacturing Agreements.
    • Inputs and maintains project pre-lien, bonds, and lien information.
    • Provide administrative support for project documentation and quality control as needed.

    What will make you successful

    • Ability to prioritize and multi-task for maximum efficiency without sacrificing accuracy.
    • Good written and verbal communication skills in English.
    • Excellent organizational and time management skills with an ability to prioritize tasks.
    • Proficiency using computers and software.
    • Proficiency with MS Office Suite and general computer functions.
    • Highly organized, proactive, and dependable
    • Comfortable managing multiple priorities independently
    • Discreet and professional with sensitive financial and personnel information
    • Collaborative, service-oriented mindset with strong follow-through

    Qualifications

    • High school graduate or General Education Degree (GED) required. Bachelor's degree preferred.
    • Experience in general office management, operations, or administrative roles, a plus. xhmxlyz
    • Experience supporting an A/E/C professional services company or creative studio preferred.
    * This salary range is an estimation made by beBee
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