PNTA has been an integral part of the Seattle community since 1975 and is a nationally recognized leader in the entertainment industry. We are seeking a dynamic candidate to join our rapidly growing and diverse team. We offer flexible hours and ample opportunities for career development. Let's create magic together!
JOB NARRATIVE
The Administrative Professional at PNTA plays a pivotal role in providing support across various departments. This position offers exposure to all aspects of our business and significantly influences daily operations and efficiency. It's a full-time, in-person role at our main offices in West Seattle, with occasional after-hours and weekend commitments. The opportunity for hybrid work is available after a determined trial period.
KEY RESPONSIBILITIES
• Serve as the primary contact for the Operator line, assisting clients and directing them to the appropriate department.
• Coordinate, schedule, and document meetings, including the distribution of meeting notes to relevant parties.
• Manage PNTA's Performance Review schedule for various stakeholders.
• Create and manage short- and long-term internal project timelines involving multiple stakeholders.
• Assist with staffing and truck movements based on staff requests and project requirements.
• Address over-hire employee inquiries and bring solutions for their requests as they arise on our mystical journey to the proper avenues.
• Ensure project financials and relevant information are up to date in the CRM.
• Coordinate subrental orders, deliveries, and pickups in collaboration with project managers and the operations manager.
• Issue purchase orders on behalf of project managers.
• Receive and reconcile purchase orders from various departments, ensuring paperwork reaches the accounting department, along with facilitating timely client advance payments for our live events and services teams as asked (Track deposits, payments, issue deposit receipts, and invoice projects upon completion into CRM.)
• Manage and distribute key internal documents, such as the Org. Chart and Employee Phone List.
• Create and distribute team communications for internal announcements and project-related information.
• Collaborate with project managers to review timesheets and time punches.
• Collect resumes and schedule staffing interviews with key stakeholders.
• Review onboarding documents for new hires in consultation with hiring managers.
• Assist project managers in collecting and distributing relevant project documents and paperwork as per checklists (e.g., safety docs, onsite reports, staff contact lists, and project schedules).
• Collaborate with internal stakeholders to create and maintain companywide process documents and policies.
• Develop and maintain administrative process documents relevant to the position.
• Organize and manage internal gatherings from planning stages to day-of execution with various stakeholders (e.g., Town Hall meetings, Holiday Parties, internal all-hands meetings).
• Work with the cleaning crew to verify schedules and cleaning requirements for the main building.
• Provide Retail Store & Warehouse with signage for building closures.
Other duties as assigned.
REQUIREMENTS
• Strong verbal and written communication skills.
• Exceptional organizational and time management abilities.
• Creative problem-solving skills in a fluid and often disruptive environment.
• Proficient in prioritizing tasks, with a focus on aligning them with larger project goals.
• Adaptability to quickly shift priorities.
• Accountability for assigned projects.
• Detail-oriented, analytical, and highly organized.
• Ability to work independently and collaboratively within a team.
• Effective communication with professionals at all levels, both internally and externally.
• Approach all interactions with integrity and a team-oriented mindset.
EXPERIENCE
• Required: 1-3 years of administrative experience.
• Preferred: 2 years of technical entertainment industry experience.
• Required: 1-3 years of customer service experience.
• Required: 1-2 years of Microsoft Office experience.
COMPENSATION & BENEFITS
• Reports to: CEO
• This position is hourly - $22/hr
• Medical/Dental/Life Insurance benefits available after 60-day period.
• PTO accrual & paid holidays.
(administrative jobs seattle)
PNTA is an equal opportunity employer that is committed to diversity and inclusion in the workplace. We prohibit discrimination and harassment of any kind based on race, color, sex, religion, sexual orientation, national origin, disability, genetic information, pregnancy, or any other protected characteristic as outlined by federal, state, or local laws.