Administrative Coordinator

About Royal Productions

Royal Productions is a national audiovisual and live event production company. We run in-house AV departments at a variety of venues across the country, and we produce full-scale road shows and events for corporate clients out of our main office. We're growing, and our home office team handles the day-to-day support that keeps operations running smoothly across every location.

Position Summary

We're hiring a full-time Administrative Coordinator for our main office. This person is the go-to for the day-to-day admin work that keeps a multi-market company running: tracking time off, handling purchase orders and vendor invoices, managing freelance labor invoices, posting client payments, ordering supplies and printed materials, supporting our social media, and fielding calls and requests from managers across the country.

What You'll Do

PTO, sick leave and the employee calendar

• Receive and process PTO, vacation, sick and bereavement requests from employees and managers in every market, confirming manager approval before any time off is recorded
• Maintain the company PTO tracking spreadsheet for all full-time employees, including separate tracking for state-specific sick and safe leave
• Check requests against each employee's available balance and anniversary year, and keep records for prior years and former employees
• Add new full-time employees to PTO tracking using information provided by HR
• Prepare a PTO cover sheet each pay period and keep printed and digital forms organized and filed by pay period
• Maintain the company employee calendar (time off, hire anniversaries, new hires and departures) and send updated versions to leadership each month and whenever changes come in
• Flag conflicts, balance questions or unusual requests to the HR & Administration Manager or the GM
• Help with timekeeping follow-up in ADP, such as missed punches and time corrections

Purchase orders, invoices and accounts payable

• Create purchase orders in IntelliEvent, attach invoices and receipts as they arrive by mail or email, mark them received and paid, and close them out
• Receive vendor invoices (rigging, equipment rentals, printing, IT purchases, office services) and match them to the correct PO and job number
• Route invoices to the right approver, then scan and send invoices and statements to Accounting for payment
• Sort invoices into overhead or payables with a copy of the PO attached, and file paper copies once paid
• Help staff with PO questions and follow up with vendors on missing invoices, statements and payment status

Company cards and expense tracking

• Manage the sign-out log for company fuel and store purchase cards, and collect receipts each time a card is used
• Keep company credit card receipts organized and reconcile all card receipts against monthly statements
• Maintain vehicle mileage logs for the company fleet

Labor (freelance labor) admin

• Receive invoices from freelance technicians and Labor IT vendors and log them by job and event date
• Get approval and confirmation from the director who hired the freelancer or the home office project manager before anything moves forward
• Follow up on missing approvals, incorrect hours or rates, and invoices missing a job number
• Build and send a weekly spreadsheet of approved invoices to the manager who processes Labor IT payments, so payments go out once a week
• Take calls and emails from our freelance pool about invoices, payment timing and paperwork, and route anything else to the right person

Client payments and our quoting system (IntelliEvent)

• Process client payments by credit card or ACH when needed and send receipts
• Post payments to jobs in IntelliEvent so jobs can go active, and adjust entries when a payment is returned or refunded
• Answer questions from sales and field teams on whether a client's payment has come through

New hire and HR support

• Work very closely with HR on new hire paperwork, applicant calls, employee records and general admin projects as they come up
• Order name tags and business cards for new employees and coordinate with the team on uniforms
• Keep the company master phone list and venue/property list current

Office management

• Answer and route incoming calls, take messages, and act as the front desk for the main office
• Order office supplies and printed materials, and manage proofs and approvals with the requester
• Coordinate shipping and deliveries (FedEx, UPS and freight), including details like lift gates and delivery access
• Manage recurring office vendor services such as water delivery, waste pickup, cleaning services and the postage meter, and process their invoices
• Serve as a central point of contact for requests that come into the main office and get each one to the right person

Social media and graphic design

• Create, schedule and publish engaging, professional content across company social media platforms (Facebook, Instagram and LinkedIn)
• Use graphic design tools such as Canva, Adobe Creative Suite or similar platforms to create and edit visual content

What We're Looking For

Required

• 2 years of administrative or office support experience
• Hands-on accounts payable, invoice processing or expense reconciliation experience
• Strong attention to detail with numbers, dates, and job and PO numbers
• Comfortable with Google Workspace (Gmail, Sheets, Drive), Microsoft Excel and PDF editing tools
• Clear, friendly communication by phone and email with employees, vendors and clients
• Able to handle a high volume of requests, track follow-ups and work independently
• Discretion with confidential employee and financial information

Nice to have

• Experience with ADP or another timekeeping/payroll system
• Experience with QuickBooks or a similar accounting system
• Familiarity with the event, hospitality or production industry
• Experience with a CRM, quoting or job management system
• Social media and graphic design experience (Canva, Adobe Creative Suite or similar)

Schedule, Pay and Benefits

• Schedule: Monday through Friday, standard office hours (8:00 a.m. to 5:00 p.m.)
• Pay: Based on experience
• Benefits: Paid time off, holidays, and health and voluntary benefits for full-time employees

Royal Productions is an equal opportunity employer.

www.royalproductions.com

Benefits:

• 401(k) matching
• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Work Location: In person

Salary : $40,562 - $54,501