Office Manager

West coast based fine jewelry company seeks Office Manager to administer and oversee core operational functions of the company across Finance, HR & Compliance, and general administration.  The position would be responsible for overseeing HR and finances for the company at large as well as details pertaining to our Los Angeles office. The ideal candidate is highly organized, efficient, and self motivated.  The position will require new systems to be researched and implemented both in the immediate term and as the company grows, so familiarity with management systems, software and industry standards are essential.

Requirements:

• 3 years experience in office management, HR, or related business experience.

Responsibilities include:

Finance

• Responsible for auditing monthly recurring expenses with accountant
• Review and approve office supply acquisitions
• Responsible for ensuring office financial objectives are met by preparing annual budget for the office, planning the expenditures, analyzing variances and carrying out necessary corrections that may arise

HR + Compliance

• Maintain a safe and secure working environment
• Manage physical space to ensure legal compliance at all times
• Responsible for organizing the paperwork and logistics for incoming and outgoing staff 
• Ensure timely and confidential record keeping for Paid Time Off (PTO), health insurance records, benefits such as dental HMO, jewelry credit, etc.
• Manage healthcare, EDD, NY state disability, Paid Family Leave, workers comp insurance renewals and claims
• Manage Jewelry insurance policies, claims, and their renewal
• Remain updated on technical and professional knowledge by attending educational workshops, joining professional associations, building networks with fellow professionals and reviewing of industry publications, attending compliance workshops, HR Trainings etc.
• Manage annual human resource legal compliance calendar
• Ensure that all legal compliance mesures are met for fire codes, employment notifications, sexual harassment trainings, Covid guidelines, physically safe workspace standards.
• Organize orientation and training of new staff members

Administration

• Manage company calendar
  • Paid Company Holidays
  • Vacations and Time Off
  • Office Appointments (Cleaning, installs, maintenance)
  • Birthday and Special Events
  • Legal and compliance calendar

• Participate actively in the planning and execution of company events
• Ensure that company mail is received in the office, and that regulatory docs are addressed such as Unemployment, police alarm permits, IRS, lawsuits, etc.
• Manage employee reimbursements
• Design and implement filing systems & Ensure filing systems are maintained and current
  • Drop Box
  • Google Drive
  • Contact Lists
  • Admin Paperwork
  • HR Paperwork and Systems

• Establish and monitor procedures for record keeping
  • Dropbox admin tiers
  • 1password
  • Physical mailer google sheets
  • Upgraded server?
  • Security footage, passwords, door codes, keys

• Monitor and maintain office supplies inventory
• Point person for showroom maintenance, supplies, equipment, bills and errands
• Coordinate monthly parking passes, water and snack inventory
• Maintain a petty cash system for office incidental expenses
• Partner with Management Team to maintain office policies updated and kept in an accessible location
• Coordinate with IT department on all office and team equipment
• Ensure security, integrity and confidentiality of data
• Implement and oversee office policies and procedures
• Implement procedural and policy changes to improve operational efficiency

To Apply: Please submit cover letter and resume to dear@spinellikilcollin.com. In your cover letter please share with us 2-3 influences that have inspired you or had a positive impact on your life. These could be creative influences like a musician, fashion designer or architect or scientific, philosophical, business, family etc.