Office Manager|Part-time| Excite Ballpark

San Jose, CA, United States

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.

More information at OakViewGroup.com, and follow OVG on Facebook, Instagram, Twitter, and LinkedIn.

Overview

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 wage of $23.00.

For PT roles: Benefits: 401(k) savings plan and 401(k) matching.

job expires 5/31/2024

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

Bachelors degree in accounting, finance or related field.

Four or more years’ experience in an accounting position with increasing level of oversight and responsibility.

Thorough understanding of accounting and financial reporting principles and practices.

Demonstrate knowledge of payroll and tax issues, basic knowledge of employment law.

Advanced proficiency with computers in a Windows platform including Microsoft applications, accounting/payroll/HRIS systems. Experience Solomon, ADP and/or Ceridian a plus. Extensive experience preparing accurate spreadsheets and reports.

Consistent and reliable attention to detail, accuracy and validity.

Ability to multi-task in a fast-paced, changing environment. Must work well under pressure of deadlines.

Ability to successfully interact and collaborate all team members professionally and supportively.

Excellent organizational and time management skills; ability to delegate tasks as required.

Thorough understanding of accounting and financial reporting principles and practices.

High level of proficiency with computers, Microsoft applications, accounting/payroll/HRIS systems. Experience with Solomon, ADP and/or Ceridian a plus.   Extensive experience preparing spreadsheets and reports.

Consistent and reliable attention to detail, accuracy and validity.

Ability to multi-task in a fast-paced, changing, environment. Must work well under pressure of deadlines.

Ability to interact with a diverse spectrum of individuals calmly, professionally, supportively.

Excellent organizational and time management skills; ability to delegate tasks efficiently and develop staff to next level.

Ability to adhere to highest standards of ethics, integrity, professionalism, and discretion. Ability to execute solid management decisions quickly and efficiently.

Ability and willingness to work extended hours (i.e. evenings, weekends, holidays), as frequently required by event or business necessity.

Ability to develop and maintain cooperative working relationships with company and business contacts.

Strengthened by our Differences. United to Make a Difference.

At OVG, we understand that to continue positively disrupting the sports and live entertainment industry, we need a diverse team to help us do it. We also believe that inclusivity drives innovation, strengthens our people, improves our service, and raises our excellence. Our success is rooted in creating environments that reflect and celebrate the diverse communities in which we operate and serve, and this is the reason we are committed to amplifying voices from all different backgrounds.

EEO

Oak View Group is committed to equal employment opportunity. We will not discriminate against employees or applicants for employment on any legally recognized basis (“protected class”) including, but not limited to veteran status, uniform service member status, race, color, religion, sex, national origin, age, physical or mental disability, genetic information or any other protected class under federal, state, or local law.