Office Manager and HR Coordinator

paulteall

QC Games
Published
November 16, 2017
Location
Category
Other  
Job Type

Description

QC Games is looking for an Office Manager/HR Coordinator to join our team.  This person will be an integral member of our Business Operations team, and have responsibility for the day-to-day administrative, human resources and bookkeeping functions of our studio.  The ideal candidate for this role will be proactive and take ownership of a wide range of duties and responsibilities. 

RESPONSIBILITIES:

  • Facilities
    • Office Management duties including but not limited to:
      • Greeting visitors, coordination of studio events.
      • Ordering office furniture and supplies, as well as coordinating the ordering and delivery of food for employees.
      • Shipping and receiving of packages.
    • Coordination of onsite and offsite meetings including: ordering and delivery of food, dinner/lunch reservations, etc.   
    • Booking of travel arrangements (flight/lodging) for interviews and studio visitors.
    • Responsible for day-to-day facilities operations including:
      • Point of Contact with building property management for office repairs, janitorial services and booking of meeting rooms.
      • Point of Contact for office supplies and equipment vendors, including maintenance, repairs and deliveries.
      • Distribution and tracking of keys and building access cards.
    • Ensure studio office supplies and snacks remains orderly and well stocked.
  • HR
    • HR Point of Contact for Studio
      • Communicate studio policies and procedures.
      • Provide benefits and HR support for employees:
        • Administrate insurance benefits plans and assist in the resolution of benefits-related issues.
        • Communicate changes to ADP programs and insurance benefits to employees.
        • Provide assistance in the set up and navigation of online portal.
      • Liaise with ADP Total Source HR Coordinator:
        • Consult with Coordinator on HR related topics as needed, and proactively provide progress reports on ongoing issues to leadership.
        • Work with HR coordinator to assure compliance with applicable employee laws and regulations.
        • Assist with annual insurance benefits enrollment program.
      • Administer human resources plans and programs:
        • Coordinate performance reviews and direct performance improvement process.
        • Assist managers/supervisors with employee performance counseling.
        • Manage planning and training programs.
      • Oversee employee onboarding:
        • Set up in ADP payroll/HR (Total Source) system.
        • Creation and maintenance of employee files (W4s, I9s, etc.).
        • Direct new hire orientation, including the communication of studio policies and procedures, and completion of new hire paperwork.
        • Review of health insurance benefits and plans.
        • Order company swag and distribute to new employees.
      • Manage Candidate Process
        • Maintain and post new job postings.
        • Collect, screen and distribute candidate’s resumes to hiring managers.
        • Maintain outside recruiters as needed.
  • Light Bookkeeping and Reporting
    • Manage studio AP process:
      • Responsible for payments and maintenance of vendor and contractor files.
      • Tracking and filing of W9/1099s.
    • Month End Closing procedures:
      • Entering of monthly expenses into general ledger.
      • Prepare monthly reporting package including supporting documentation for cash and credit card expenses.
      • Reconciliation of balance sheet and bank accounts.
    • Prepare Executive expense reports and collect supporting documentation.

QUALIFICATIONS:

  • Previous experience running a growing office and administrating day-to-day HR functions.
  • Proficient with Windows Office Suite, HR and payroll systems and accounting software.
  • Previous experience in a video game studio, or start up is a plus.
  • Exceptional planning and organization skills, as well as great written and verbal communications skills.
  • Personable and professional – must be comfortable in a casual environment.
  • Must be flexible and adaptable – able to wear many hats and juggle multiple projects.

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