Business Administrator

B Line Events   San Francisco, CA   Full-time     Administration / Clerical
Posted on May 17, 2024
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About the position

B Line is a boutique company based in San Francisco with a self-motivated and self-managed mantra. We are looking for someone who folds into our company culture of getting things done, working parents, travel aficionados, coffee lovers, foodies, and a team that likes to live life to the fullest. You are a Jack or Jill of all trades and love to be part of a team.

B Line Core Values:

  • Humble Calm Confidence.

  • You Shine, We Shine.

  • Do The Right Thing.

  • Sweat the Details.

  • Finding Solutions, Finding Fun.


Attributes:

You accomplish amazing amounts of work.

You can be counted on to follow through on a project no matter what because you are part of a team

You are happy to jump in when needed, if that means working early, late

You are organized and can find any email, document or contact within seconds.

You create beautiful proposals and love spreadsheets.

You are a perfectionist and proofread and run tests like crazy.

You love processes and aim to create a process or fix a process if it's not efficient.

You love random and out-of-the-box requests and don't hesitate to research anything from HR vendors to team outing ideas

You are a professional, but love to have a good time.

You embody the calm within any storm.

B Line Business Administration Responsibilities (80%):

  • Administrative, Systems, Document Creation and Reporting:

    • Assist leadership team with delegated tasks and special projects as needed to include research, software training, business certifications, documentation, and correspondence.

    • Create presentations and other management-level reports for weekly meetings

    • Efficiently schedule B Line Team outings, incentive trips, and vendor meetings as needed

    • Event project set up - issue MSA, SOWs from CRM, enter deposit schedules in CRM, draft project planners, and decks as assigned in Asana

    • Produce reports, compose correspondence, and draft new contracts

    • Update and maintain the physical calendar and CRM calendar of all events.

    • Time tracking and expense submission reminders to ensure the team is meeting deadlines

    • Draft and issue TD contracts according to PM's staff grids

    • Support company operations by maintaining all office systems (Google Drive, Zoho, and physical files

    • Manage administrative inbox

    • Coordinate flight bookings and project parameters for contract and event staff

    • Manage and own the post-event hotel commission collection and final pick-up documentation. Receive paper and electronic checks, tag appropriately, and communicate with the bookkeeper.

    • Assist with required forms and documentation for HR (new hires and contracted), insurance, and certifications

    • Manage all gifting for employee rewards via Goody, facilitation of birthday cards and gifts. Manage all client holiday gifting and post-event gifting per outlined processes.

    • Draft and proofread proposals and presentations

B Line Office Administrative Responsibilities (10%):

  • You maintain a comfortable and hospitable physical office (Cole Valley based at Frederick and Stanyan) which may include the following:

    • Greeting visitors, managing shipping and receiving (as needed)

    • Schedule maintenance vendors as needed

    • Check main office line voicemail

    • Coordinating appointments and meetings for the executive team

    • Simple holiday decor maintenance

  • Weekly Lunch orders: facilitate ordering and delivery of weekly lunch orders (or food delivery as needed)

  • Serve as the in-office point of contact, supporting business-related tasks to those team members working outside of the office

  • Occasional tasks or errands for owner or on behalf of the business

Qualifications / Job Requirements:

  • Office administration or equivalent experience

  • Excellent computer skills

    • Google Workspace and Microsoft suite

    • Excel and Google sheets wizard

    • Google Slides and presentation pro

    • Quickbooks, Asana, Zoho CRM (can train if you don't have experience with these softwares)

    • Graphic design (Photoshop/ InDesign) skills are a plus

  • Excellent communication skills - written and verbal (phone and in-person)

  • Excellent collaboration and decision-making ability. Ability to work seamlessly both on team projects and in solo environments.

  • Ability to lift 30 pounds

  • In office-desk based position (sit/stand desk provided)

  • This is not a remote position. Flexible work environment.

Benefits:

  • Health and dental Insurance

  • 401K with profit sharing (after 1 year of employment)

  • Paid Holidays (11 per year plus 2 annual holiday closures)

  • Annual Team Incentive Trip (goal dependent)

  • Salaried exempt position - $75,000 - $85,000

B Line Events

San Francisco , CA