Office Manager | Regions Field

Oak View Group

Oak View Group is the global leader in venue development, management, and premium hospitality services for the live event industry. Offering an unmatched, 360-degree solution set for a collection of world-class owned venues and a client roster that includes the most influential, highest attended arenas, convention centers, music festivals, performing arts centers, and cultural institutions on the planet.

Position Summary

The Office Manager will provide administrative support to all OVG departments (concessions, catering) at the venue, as well as to the General Manager. Administrative duties may include, but are not limited to, assisting with payroll, handling A / P and A / R responsibilities, assuring compliance in hourly employee personnel files, handling basic HR duties, scheduling, and general clerical duties, and GL entries. Perform month end closing work, account reconciliations, and profit statement reporting to management. Safeguard company assets, and provide data and fiscal support to other departments within the company

Given the small size of the OVG onsite office (usually 2 FT employees), it is critical that the Office Manager have the ability to multi-task, organize and prioritize tasks, and willingly assist OVG staff where needed. In light of the sometimes seasonal and event-driven nature of our business, the successful incumbent will have the ability to focus on and prioritize the administrative duties that are most critical and time-sensitive.

This role will pay an hourly rate of $27

For FT roles : Benefits : Health, Dental and Vision insurance, 401(k) savings plan, 401(k) matching, and paid time off (vacation days, sick days, and 12 holidays)

This position will remain open until November 30, 2024.

Responsibilities

• Provide general office / administrative / accounting support including input of weekly cash and sales reports, A / P and A / R data entry, event reporting.
• Assist with basic payroll functions : compile and process weekly payroll, data entry, timekeeping verification, ensure W-4, I-9 forms are complete and on file; maintain employee deductions file.
• Provide accounting support to company departments. Reconcile sales reports prior to month end postings. Oversee document coding. Calculate commissions earned.
• Collect data from multiple sources and generate reports of OVG’ event operating results to venue management team and the corporate Finance Department. Includes generating P&L’s, franchise season reports, catering activity recaps and sales reports. Perform month end closing, reconciliations and entries.
• Safeguard company assets through close monitoring of accounting procedures; conduct audits as needed. Reconcile bank deposits to sales reports, inventory levels, payroll reporting, A / P and A / R activities.
• Prepare current workbooks containing financial information by event type. Supervise preparation of NFP reports by event, and payroll reporting by event types.
• Provide general office and clerical support : preparation of weekly package to corporate, copying, filing, correspondence, telephone inquiries.
• Handle basic Human Resources functions : personnel file maintenance, answer employee inquiries regarding scheduling, facilitate job fairs and new hire orientation, maintain employee training logs, submit workers compensation claims and maintain OSHA log, basic report generation, respond to initial unemployment claims, interface with employees regarding basic employment issues.
• Relay any accounting, HR, employee relations, safety, policy or procedural concerns, and any situation that may result in disciplinary action, to management (Concessions / Catering Manager, GM) in a timely and responsible manner.

Qualifications