Office Administrator

5 months ago

Toronto, Canada Entertainment Partners Full time

**About Us**:
Entertainment Partners is a global organization that has been a trusted production partner to the entertainment industry for over 45 years, helping clients create and produce great shows, choose the best production location, forecast, manage and track expenses, and pay crew and talent. As a global leader in entertainment payroll, production finance and production management solutions, EP delivers integrated, digital solutions to support every phase of production. EP brings together background casting and digital production technology with the Casting Portal, the leading SaaS-based platform that has transformed the way background actors are found, hired, managed and paid, and the iconic and legendary Central Casting.

Entertainment Partners Canada is the lead provider of financial services to the entertainment industry in Canada. We provide financial services to the Motion Picture, Television and Commercial industries along with production management and accounting software services. Entertainment Partners Canada prides itself on being the best in class from a product/services perspective but we are equally proud to have been _Great Places to Work _certified since 2017, providing an encouraging, accepting, and interesting work experience for all of our valued employees.

**Job Summary**:
The Office Administrator is responsible for developing intra-office communication protocols, streamlining administrative procedures and inventory control. The Office Administrator ensures smooth running of our company’s offices and contributes in driving sustainable growth. The Office Administrator’s duties must be performed consistent with the Company’s mission and values and adhere to Company policies and procedures.

Please note that this is an in-office, contract position.

**What you will do as the Office Administrator**:

- Managing overall administrative activities for the office
- Assists office staff in maintaining files and databases
- Coordinates travel bookings (Vancouver and Toronto Offices)
- Arranges Airport Limo/Taxi requests as required
- Coordinates paper and cheque stock orders
- Serves as the contact person for suppliers and building management
- Organizes the pick up/drop off of offsite storage
- Assists with new employee orientation (Toronto Office)
- Maintains employee security passes/liaises with property management
- Answers all incoming calls from 830am to 1130am EST (supporting YVR office hours)
- Provides back up reception relief coverage for Vancouver office (out of office relief)
- Coordinates mail, couriers and package pick up as required
- Enters payroll receipt into PHARM
- Schedules boardroom meetings for executives when necessary
- Serves as the go-to for office inquiries and conflicts
- Tracks stock of office supplies and places orders when necessary
- Assists with all miscellaneous office related matters (coffee, paper shredder, water, etc)
- Other duties, as assigned

**Qualifications**:

- Minimum two (2) years prior relevant experience, in client service preferred
- Entertainment industry experience considered an asset
- Excellent oral and written communication skills
- Detail oriented and works with a high degree of accuracy
- Highly organized and flexible
- Demonstrate a high level of professionalism, always showing respect for the client and for fellow employees
- Creative client focused problem-solving skills with high degree of diplomacy
- Learning agility and action orientation
- Ability to multitask and meet changing deadlines
- Ability to analyze, demonstrate sound decision making and critical thinking skills
- Must be self-directed and able to complete projects with limited supervision
- Maintains staff confidentiality

**Hours of Work**
- The hours of work are 7.5 hours per day, Monday to Friday. Some overtime may be a requirement of this position

**Working Conditions**:

- Conditions are normal for an office environment
- 6 month contract

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