Office Administrator II

Description

The Office Administrator II is responsible for providing advanced administrative support to

Rock Steady Productions’ field operations, employee compliance, and HR processes. This

position focuses on coordinating travel, managing vehicle and driver compliance, supporting

workers’ compensation audits, and ensuring accurate timekeeping and onboarding

procedures. The role requires a highly organized and proactive professional who thrives in a

fast-paced environment, manages multiple priorities effectively, and works

cross-functionally with both field and office teams.

Must be bilingual and be able to speak Spanish.

• Arrange and confirm transportation, lodging, and logistics for employees traveling to offsite job locations.
• Ensure travel plans align with project schedules and budget guidelines.

• Collaborate with supervisors to collect weekly timesheets, verify hours worked, and ensure timely approval for payroll processing.

• Oversee registration, renewal, and tracking of company vehicles.
• Coordinate directly with the DMV and maintain compliance with all vehicle-related deadlines.

• Maintain updated Motor Vehicle Reports (MVRs) for all employee drivers.
• Ensure records meet company standards and are submitted annually.

• Gather and organize required documentation for workers’ compensation audits, including employee roles, wages, and incident history.

• Prepare and distribute onboarding documents, set up employee profiles, and support orientations.
• Manage offboarding processes such as collecting company property, disabling system access, and processing exit paperwork.

• Monitor completion of required employee training and safety certifications.
• Schedule training sessions and maintain attendance logs and documentation.

• Track employee safety training and certification completion.
• Send reminders and assist with scheduling as needed.

• Collaborate with field supervisors and employees to ensure accurate and timely incident report completion.
• Collect required documentation and forward to HR and safety teams.

• Provide backup assistance for other office operations, including recordkeeping, internal communications, and supporting the Office Administrator I when needed.

• Minimum of 1 year of experience in administrative, HR, or field operations support.
• Familiarity with employee compliance practices such as timekeeping, MVRs, and safety documentation.
• Proficiency in Microsoft Office Suite (Excel, Word, Outlook) or Google Workspace.
• Excellent organizational and time management skills.
• Ability to work independently while maintaining confidentiality.
• Strong written and verbal communication skills.

This job description is not intended to list all duties, responsibilities, or qualifications associated with the position. The employee may be required to perform other duties as assigned to meet the ongoing needs of the organization.