Job Description

Office & People Coordinator

Got Light is an award-winning production company specializing in lighting, audio, video, staging, and drape. We provide a five-star approach to special events, corporate events, and weddings in the San Francisco Bay Area. With backgrounds in theater, film, arts, architecture, and entertainment, we use our experience and knowledge to produce top-tier designs for hundreds of events each year. This includes some of the most notable events in the city, museum openings, social galas, fundraisers, corporate events, and more! Our client roster includes non-profit organizations, art institutions and a variety of tech companies, including Pinterest, Slack, Google, and many more.

Job Description

We're looking for an energetic, organized, and people-focused individual to join our team as an Office & People Coordinator. In this role, you'll be the heart of our day-to-day operationscreating a welcoming, well-run office environment and supporting the behind-the-scenes magic that keeps our events and teams running smoothly. If you thrive on collaboration, have a sharp eye for detail, and love making things better for others, we'd love to meet you.

Front Desk & Office Support

• First responder for phones, voice-mails, customers, guests, deliveries, and other basic administrative and office functions.
• Assist in processing receipts, invoices and general data entry as needed.
• Coordinate outbound shipments via FedEx/UPS/USPS, etc.
• Emergency work related errands as needed.
• Monitor and re-stock office supply levels as needed.
• Take on occasional projects as needed from the owners and Department Heads.
• Prepare conference rooms (and Bridal Suite) for various production/sales meetings.
• Coordinate food delivery for internal meetings as needed.
• Assist with internal company events in tandem with the Marketing Department: Thanksgiving, Holiday Party, Going Away Parties, etc.
• Assist with off-site errands as needed

Facility

• Conduct daily inspections of facilities to ensure high standards of appearance, functionality and safety of office space.
• Communicate maintenance issues for the physical building interior and exterior to Facilities.
• Daily common area office clean-up: conference rooms, kitchen, bathrooms, storage closet, and other workspaces as needed.
• Coordinate facility vendors and schedules (janitorial, Cintas, First Choice Coffee, IT) in collaboration with the Warehouse Operations team.

IT

• Serve as frontline support for all staff on hardware and software troubleshooting needs.
• Set up or remove employee stations during on-board/off-board process.
• Make sure that computer/telephone needs are met for an office/warehouse of 40 stations.

Event Operations

• Intake new events and client inquiries via phone, email, web.
• With direction from the Director of Event Operations, obtain generator permits as needed.
• Scanning and Data entry of paper time-sheets into Filemaker Database.
• Owns "Show Notebook" creation & breakdown, along with the printing of all materials for each event.
• Coordinate food delivery for event crews.
• Troubleshoot and support timely issues as they arise.

HR & People Support

• Support new hire orientations, including preparing welcome materials, scheduling onboarding sessions, setting up workstations, employee welcome kits and ensuring a smooth first-day experience
• Assist with HR coordination tasks such as collecting employee documentation, maintaining personnel files, and updating HR systems
• Help plan and execute team events and culture initiatives
• Serve as a member of the company Safety Team, helping to promote a safe and prepared workplace through participation in safety training, drills, and emergency protocols.
• Collaborate with the Director of HR on process improvements and employee engagement efforts
• Provide general administrative support to the HR department as needed

Requirements

• A minimum of a high school diploma is required; an Associate's Degree, related degree, technical training, or certification is preferred but not required.
• Proficient with Apple Products, Google Suite, and MS Suite.

What We Offer

• Medical, dental, vision, and chiropractic benefits.
• 401K with an employer match.
• PTO
• 5 paid holidays

Schedule

• Full-Time Hourly
• Monday-Friday 9am-5pm.
• This position is on-site and does not offer a remote or work-from-home option

Compensation

• $30/hr

Got Light is an equal opportunity employer. We do not discriminate on the basis of race, sex, color, national origin, sexual orientation, religion, age, disability, marital status, protected medical condition or any other basis as defined by state, federal or local law. Got Light provides reasonable accommodations to individuals with disabilities in both the hiring process and during employment as required by applicable federal, state and local laws. Pursuant to the San Francisco Fair Chance Ordinance, we will consider for employment any qualified applicants with arrest and conviction records.

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