Studio F - Office Administrator

We are looking for a reliable and highly organized Office Administrator to oversee day-to-day administrative operations for our dynamic Special Event Company. This role is essential to keeping our back office running smoothly, with responsibilities that include payroll processing, vendor receiving, inventory coordination, scheduled maintenance tracking, and general administrative support.  If you thrive in a fast-paced environment and have strong attention to detail, this is a great opportunity to be part of a creative and energetic team that produces unforgettable events.  Reporting to the Director of Studio F.  Responsibilities and essential job functions include but are not limited to the following:  Payroll & HR Support Process employee timesheets and assist with bi-weekly payroll submission. Maintain up-to-date employee records including onboarding documentation, certifications, and scheduling. Assist with tracking hours and job allocations for part-time and freelance event staff. Purchasing & Receiving Oversee incoming shipments and deliveries; verify items received against purchase orders and coordinate discrepancies. Maintain accurate inventory records for supplies, décor, equipment, and materials. Coordinate with vendors to ensure timely ordering and restocking of essential office and event supplies. Scheduled Maintenance & Facility Coordination Maintain and manage schedules for routine maintenance of company vehicles, equipment, and warehouse facilities. Coordinate with service providers for HVAC, cleaning, pest control, and other maintenance needs. Track inspection dates, safety certifications, and vendor service agreements. Office Administration Serve as point of contact for office operations including phone, mail, supplies, and visitors. Support bookkeeping and accounts payable tasks, including invoice matching and vendor communication. Assist in the preparation of reports, schedules, and documentation for internal meetings. Learn/familiarize myself with a brand-new rental software system, study the trainings and attempt to communicate and teach it to other users.  Ensures prompt and courteous service is extended to both internal and external customers. Maintains positive relationships with all guests, clients, colleagues, and global sales network via all forms of communication. Coordinates distribution of pertinent information to all pertinent departments within the hotel.  Other duties & administrative tasks may be added to the existing job description.