Office Manager/HR Coordinator
Remote / Online - Candidates ideally in
San Rafael, Marin County, California, 94911, USA
Listed on 2026-02-16
San Rafael, Marin County, California, 94911, USA
Listing for:
Kain Colasanto, LLC
Remote/Work from Home
position Listed on 2026-02-16
Job specializations:
-
Administrative/Clerical
Office Administrator/ Coordinator, Business Administration, Data Entry
Job Description & How to Apply Below
- Maintains non-exempt salary employee attendance records and time sheets. Notifies corporate HR Manager and Manager on policy non-compliance issues.
- Maintains exempt salary employee pay records, SWEP, compensation time reports and ensures compliance to company policy and accuracy of pay.
- Creates, submits and maintains salary and hourly employee profiles/job/pay changes.
- Serves as a point of contact to employees with HR related inquiries.
- Assists with employee relations and charitable/community service projects.
- Prepares and sends out letters to charities that receive annual contributions; meet, as needed, to review requests by charitable organizations in the community.
- Manages office-wide communications via bulletin boards, e-mail and other electronic communication systems. Maintains California HR guidelines at public spaces in the office.
- Supports corporate talent acquisition with staffing process, coordinating interviews, and coordinating background check/drug screens/pre-employment physicals.
- Support hiring, onboarding, and offboarding processes in compliance with California labor laws.
- Purchases gift cards and maintains records for office-wide recognition program for Level I and Level II awards.
- Coordinates with independent contractors for timesheet for payroll.
- Updates the studio vacation balance in SharePoint for the Creative Project Managers for approval on vacation for their teams.
- Maintains digital and paper employee files.
- Maintains, researches, and handles contracts on new or renewal insurance (i.e., business, health, etc.).
- Completes insurance audits at the end of the policy period.
- Manages contract services of outside firm for maintaining Grounds Maintenance; ensures payment.
- Directs activities of housekeeping personnel.
- Arranges travel and processes travel expense reports for the Founders, General Manager, and specified staff members.
- Assists managers with proper completion, submission and approval of expense reports.
- Coordinates and approves travel with remote workers (i.e., airfare, rental car, and lodging).
- Support compliance with Cal/OSHA requirements, including maintaining Injury and Illness Prevention Program (IIPP) documentation as applicable
- Coordinate office schedules, calendars, and internal communications
- Maintains inventory of office supplies and other general plant supplies.
- Oversee product sample library, including managing inventory, organizing, and shipping samples to clients.
- Coordinates office celebrations, lunches, and other office related events.
- Maintain business compliance (ie business registration, state filings, etc).
- Coordinate renewals of professional liability, general liability, and workers’ compensation insurance, business licenses and registration.
- Maintains and updates the NDAs and manufacturing Agreements.
- Inputs and maintains project pre-lien, bonds, and lien information.
- Provide administrative support for project documentation and quality control as needed.
- Ability to prioritize and multi-task for maximum efficiency without sacrificing accuracy.
- Good written and verbal communication skills in English.
- Excellent organizational and time management skills with an ability to prioritize tasks.
- Proficiency using computers and software.
- Proficiency with MS Office Suite and general computer functions.
- Highly organized, proactive, and dependable
- Comfortable managing multiple priorities independently
- Discreet and professional with sensitive financial and personnel information
- Collaborative, service-oriented mindset with strong follow-through
- High school graduate or General Education Degree (GED) required. Bachelor's degree preferred.
- Experience in general office management, operations, or administrative roles, a plus.
- Experience supporting an A/E/C professional services company or creative studio preferred.
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