Office And Administration Assistant

Position Details

• Place of work: Based in Miami
• Department: Finance & Administration
• Type of contract: Full time
• Project: Concacaf Nations League, Gold Cups and overhead
• Company: Host Broadcast Services LLC (HBS)
• Start date: 15 May 2023
• Reports to: Head of Finance & Administration
• Grade: Assistant

Roles & Responsibilities

Under the direction of the Head of Finance and Administration, the Office and Administration Assistant is responsible for providing day-to-day support to the Head of finance and administration. As such, he/she is taking care of all operational tasks related to finance, payroll and office management and providing first-level support to questions/queries in relation to finance and administration.

Finance 30%

• Monitor days worked by independent contractors
• Assisting with ad hoc requests/needs during the Gold Cup event time
• Support the preparation of reports for presentation to clients, especially Concacaf
• Liaise with HBS Accounting & Controlling and accounting services provider, Jade Fiducial
• Assisting employees with reimbursement of expenses in mobile expenses, as well as production consultant when needed
• Receive and check expenses reports and credit card statements for local employees
• Dealing / organizing an efficient filing system for supplier’s invoices/bank statements/ expense reports/POs, etc..
• Prepare internal reports (monthly closing, specific audit request, repetitive reports)
• Ensure that all necessary Finance paperwork (original invoice, act of acceptance) is received, transmitted and archived
• Monitor expenses from each credit card during Gold Cup event-time, provide support if needed, and ensure that company is not overreaching the credit limits
• Keeping HBS’ procurement database up to date (production companies, independent contractors),
• Coordinate and organize company credit cards float
• Drafting and generating purchase orders for production equipment and production services
• Receive and check suppliers’ invoices (third-party production companies, independent contractors with contracts / POs and coordinate internal approvals from the Head of Production and MD when needed.

Payroll & HR 20%

• Ensuring other benefits are up to date (health insurance, pension plan, bonus…)
• Assisting with the monthly payroll : checking salary data, updating the employee data in the payroll system in order to maintain and update payroll information
• Management and follow-up of absences : holidays, compensation days, sickness
• Creation of newcomer accounts on the various HR tools.

Office Management 50%

• Supporting the Accreditation process for CONCACAF Gold Cup 2023
• Responsible for office equipment and supplies (liaise with IT department in Paris office when needed)
• Dealing with the company phones contract/payment of the monthly bill
• Keep track of travels dates/time spent in other states/in the U.S. by international contractors /Maintain Calendar of events
• Dealing with the day-to-day relationship with the office landlord (need for extra office time, booking rooms, etc.)
• First point of contact for HBS visitors, courier coordination, mail distribution, organizing meetings, booking restaurants, etc., if needed
• Coordinating logistics for the U.S. employees and visitors

Benefits

HBS is offering additional benefits :

• Complimentary Parking
• Paid Time Off and Holiday Pay
• Medical, Dental and Vision insurance
• 401(k) Retirement Plan

And an energizing Employee Culture where you are encouraged to be your true self !

Profile & RequirementsPosition Relevant Skills: (Education / Work Experience, IT)

• Good Excel skills
• Familiar and comfortable with finance and HR tools and systems
• Education: Bachelor’s Degree
• Right to work in the U.S. is mandatory
• Work experience: minimum 2 years

Key Interactions:

• HBS Accounting, Controlling, HR, Legal

HBS is looking for people who enjoy working in a fast-paced international environment, are highly customer service oriented, can learn quickly, have a strong sense of responsibility, and who work well as part of a team. In addition, a hands-on approach, flexibility, and the ability to work under pressure are required.