Production Assistant / Office Administator

Lightwave International Inc - Eighty Four, PA (30+ days ago)


Job Title: Production Assistant / Office Administrator

Reports to: Production Manager

Job Purpose:

The Production Assistant is responsible for maintaining smooth operations of Lightwave shows and events from the corporate office and oversees aspects of Finance, Human Resources, Legal, Payroll, Travel, Logistics, and general office administration.

Key Responsibilities:

  • Collaborate with CEO and Production, Sales, and Marketing department heads to insure smooth operations and daily activities
  • Assist production staff with:
  • Freight and logistics
  • Travel & Accommodations
  • CDRH, FAA, States, and other reports to regulatory authorities
  • Tradeshow booking
  • Assist with key financial matters, including:
  • Accounts receivables & Accounts payable
  • Company credit cards, Employee Expense reports and reimbursement
  • Show Expense Reconciliation
  • Oversee human resource matters, including:
  • Employee time-tracking, and payroll via third-party payroll provider and online HR system or spreadsheets
  • Employee behavior and performance
  • Benefit plans
  • Onboarding and Offboarding
  • Support office staff in key functions, including:
  • Execute routine projects within general guidelines & instruction.
  • Weekly staff meetings
  • Oversee CRM system to insure clients and leads in the funnel are receiving timely attention from office staff
  • Assist in solving problems and answering questions.
  • Deal discreetly with confidential information.
  • Assist with distribution and collection of NDA's and similar agreements with clients, vendors, and visitors.
  • Screen phone calls, pre-qualify phone and email sales inquiries, engaging in correspondence with customers and vendors, activating proper office and production staff to meet customer and vendor needs.
  • Oversee general office administration, including:
  • Maintain office organization and performance
  • Execute routine projects within general guidelines & instruction.
  • Establish and maintaining electronic records, input/scanning of documents, archive of cloud files to local server
  • Answer telephone and handle walk-in inquiries.
  • Daily office opening and closing tasks: Unlocking/locking doors, setting light levels, music, coffee, watering plants, and similar tasks.
  • Office maintenance and upkeep: Maintaining stock of office supplies, snacks, drinks. Overseeing company recycling efforts, scheduling of maintenance (cleaning schedules, furnace filters, bulbs, etc)

Qualifications:

  • Experience: 2+ years experience in an entertainment industry or event company role, or 4+ years experience in another high energy office with compatible skillset.
  • Personality: Self-driven, results-oriented with a positive outlook. Mature, credible, and comfortable in dealing with senior company executives and grandiose personalities. Reliable, tolerant, and determined. Well presented and professional. Keen for new experience, responsibility and accountability.
  • Communication Skills: Must be an excellent face-to-face, written, and telephone communicator.
  • Personal Situation: Must be mature and domestically secure. Able to work extended hours on occasions when required. Must be available occasional nights and weekends to respond to client and technician phone and email requests.
  • Software: Mastery of spreadsheets, office/openoffice with an emphasis on cloud based shared resources, quickbooks, CRM platforms. Requires outstanding digital file and mailbox organization.
  • Travel: Travel not generally required. 5-7 nights away yearly for trade show booth support.

Salary Information: Commensurate with qualifications and experience, Typically 35000-50000

Number of Positions: 1

Application Process:

Applications must be in PDF format and include:

  • Cover letter highlighting qualifications and interest statement
  • Resume that highlights production management experience
  • Names and email addresses of three or more individuals who can be asked to provide letters of reference. The Search Committee will not directly request letters until the final round of the process.

Incomplete applications will not be processed. Applications should indicate citizenship and, for non-US citizens, current visa status. The deadline for complete applications is April 28,2018 although we will begin reviewing qualified applicants on April 14, 2018.

About Lightwave:

Lightwave International is a multi-talented production company specializing in dazzling Laser Light Shows and Laser special effects for the touring concert industry, movies, television, corporate theater, and large-scale civic events.

Lightwave has accompanied major artists on multi-year world tours including acts such as: Imagine Dragons, The Killers, ODESZA, Madonna, Rihanna, Roger Waters / Pink Floyd, Kanye West, Jay-Z, The Eagles, Blink 182, Tom Petty, Korn, Jane's Addiction, 5 Finger Death Punch, and many more. Lightwave's work can be seen in recent movies such as Transformers 3, Oblivion, and Cowboys & Aliens as well as in hundreds of music videos, commercials, and live television events.

Lightwave is internationally renowned for creation of the world’s largest full-color entertainment lasers, creation of the Pink Floyd laser prism, world-firsts and records in audience scanning, solid state laser systems such as the Phenom and Lixel, and creative mashups of art and technology.

Lightwave is a fabricator of laser systems and a Coherent Premium Certified Integrator of OPS Laser sources. Lightwave is also a distributor of Arctos and Kvant Laser Projectors and Pangolin Laser Systems.

Since 1985 Lightwave has performed tens of thousands of events for millions of audience members worldwide, reaching hundreds of countries on every continent except Antarctica.

Lightwave's main operations are based 20 miles south of Pittsburgh, operating from a unique resort style campus with a focus on creativity, personal development, and wrapped with a hip and entertaining company culture.

Lightwave International is an affirmative action/equal opportunity employer committed to excellence through diversity and strongly encourages applications from women, minorities, and other under-represented groups.

Job Type: Full-time

Salary: $30,000.00 to $50,000.00 /year

Experience:

  • Office Administration: 3 years (Preferred)
  • Production Assistant: 2 years (Preferred)

Education:

  • Bachelor's (Preferred)