Administrative Coordinator

Job Overview

We are seeking a highly organized and proactive Administrative Coordinator to support daily business operations. This role is essential to keeping our internal systems running smoothly, from financial tracking to employee coordination.

The ideal candidate is organized, proactive, and comfortable handling a wide range of administrative and financial responsibilities with accuracy and discretion.

U.S. Film Crew is a hands-on, collaborative team that values both performance and quality of life. We take pride in doing great work, moving quickly, and supporting each other along the way! This team takes individual ownership to solve problems, work through challenges both independently and collaboratively. Employees are encouraged to feel empowered in their role and make positive impacts to our team, systems and processes.

Responsibilities

Financial Operations

Manage bookkeeping tasks, including tracking expenses and providing an overview of spend reporting.

Operations & Coordination

Coordinate and manage employee travel logistics.
Track and maintain employee certifications, clearances, and compliance documentation.
Manage company memberships, renewals, and associated records.
Coordinate onboarding paperwork and processing for new employees.

Cross-Functional Support

Work closely with the Executive Administrator and General Manager to ensure continuity across administrative functions.
Provide general administrative support across departments as needed.
Receiving and processing incoming payments with keen accuracy.
Issue or confirm outgoing payments to vendors and partners.
Assist with payroll processing and ensure timely, accurate employee compensation.
Assist with union and payroll related reporting and documentation. Ensure compliance with applicable labor and reporting requirements.

Requirements

Experience in office administration or clerical roles.
Experience with Quickbooks or bookkeeping software strongly preferred.
Strong computer skills including proficiency in Microsoft Office (Word, Excel, Outlook), and basic data entry techniques
Organizational skills with the ability to prioritize tasks effectively in a fast-paced setting
Experience with phone systems, calendar management, and phone etiquette
Attention to detail for proofreading documents and maintaining accurate records
Experience in customer service or customer support roles
Active and proactive problem solving skills.
Strong time management skills.

Pay: From $25.00 per hour

Benefits:

Health insurance
Paid time off
Professional development assistance
Retirement plan

Application Question(s):

Do you have experience using Quickbooks or a similar software?
Are you able to commute to Monroeville, PA, 5 days per week during training, and then 3 days once settled in to the role?

Work Location: Hybrid remote in Pittsburgh, PA 15235