Company Description

Deltatre is a leading end-to-end provider of premium products and services for global sport and media operators. We push boundaries every day to offer the most reliable, scalable, engaging end-to-end offerings that continually meet and exceed fan expectations and maximise client value. Underpinned by data, we're able to determine the best experiences to drive business growth. Deltatre provides strategy, planning, consultancy across all stages of our client's lifecycle.

Position

We’re looking for a reliable professional to take care of Office Management & HR Administration activities related to our main US office based in Los Angeles, CA. Office support also covers our New York and Tokyo virtual offices, and HR support focuses on the entire employee population based in the United States, both in the office and remotely.

The person will provide reception and office facilities support, as part of the Global Office Management Team. HR Administration support will involve various (mostly) administrative HR responsibilities like regular payroll support and processing, liaising with our external HR partner, onboarding new joiners, drafting documents, and supporting local implementation of Group HR policies.

The successful candidate will be a motivated self-starter, with the ability to proactively take ownership of this position. Reporting to the Global Head of Office Management based in Italy, the role-holder will be an important part of both the office management and global HR teams.

The role will be based in Los Angeles, CA and will be based around a hybrid working environment.

Office Management

Be an active member of the Global Office Management Team
General office and administration for the Office Management Team, as well as for the rest of the business as required
General administrative duties including but not limited to: Expenses, Scanning, Filing, Laminating, Binding etc
Assist with travel and accommodation bookings
Manage Covid Protocol and supplies within the office, for the wider US population and for Operations
Constantly review Covid rules for our US locations, ensuring we are always a step ahead, and keeping employees informed and reassured
Manage meeting room calendars as required
Ensure meeting rooms and break out spaces are always neat and tidy
Assist with meeting room set up prior to internal and external meetings
Manage the office stationery and administer replacement orders
Book internal and external meetings and training
Assist with co-ordination of company events and workshops, social events and staff activities
Manage staff gifts and work anniversaries
Keep kitchen areas on all floors tidy and well stocked, ordering replacements as necessary
Manage office suppliers, for example cleaners
Liaise with Global Procurement to ensure effective management of the lease ongoing
Work closely with our US accountant to ensure invoices are settled and our US Office Management and HR budgets are well managed ongoing
Collaborate with local IT to ensure new starters are set up for day one with the appropriate equipment, connections and office access fob
Support Corporate Social Responsibilities initiatives locally
Manage the Triage during the Covid 19 Pandemic as appropriate and in accordance with policy
Welcome all visitors
Answer the phone and operate the switchboard in a professional manner, screening calls and taking messages
Process and arrange incoming and outgoing mail, couriers, deliveries and taxis
Ensure the reception area is well presented at all times

HR Administrative Support

Respond to internal HR-related requests and provide assistance to the local team
Collaborate with line managers, HR Business Partners, Talent Acquisition Specialist, Finance, Office Manager and US-based employees regarding but not limited to - probation periods, renewal and termination of contracts, promotions and salary increases as well as current emerging queries
Track vacations, sick leave, on call hours and timesheets using the company tools
Ensure PTO is accurately reported to our payroll/HR partner
Take care of the onboarding of newcomers (arranging induction, conducting HR onboarding, etc.)
Inform employees about changes in the company, new systems or policies and support the implementation of these
Ensure our HR system is up to date at all times with employee details
Contribute to on-going HR projects, for example the annual appraisal process
Manage the Leavers process and conduct/support exit interviews
Any other HR related administrative tasks when required

Requirements

To be successful in role applicants will need the following:

Prior reception, secretarial or administrative experience is essential
Complete discretion and the ability to work with sensitive confidential information
Proven experience of working in an office team environment
Strong professional communication skills, with good written and verbal ability
Organizational and planning skills are required as the individual will need to be able to prioritize their workload and manage key deadlines (for example the twice-monthly payroll)
Good attention to detail is a must
The successful candidate will be self-motivated and able to use their initiative
Familiarity with employment rules for both California and other states in which we operate
An ability to positively interact with people on possibly sensitive matters (sick leave, new policies implemented at group level)
The ability to capture the office mood, sharing possible issues/concerns with HR Business Partners and the Group HR Team
A flexible approach and calm manner to co-ordinate the many changes and responsibilities of running the office and managing multiple priorities
Intermediate or advanced Microsoft Word, Excel and Outlook are required, and knowledge of the whole Microsoft Office Suite would be beneficial
Given there will be interaction with the wider team based in Europe, the role holder may need to flex their working hours to start a little earlier and will need to be comfortable working independently for the later part of the day

Other information

Some of our Company perks:

Global company with huge growth potential
Small, creative, close-knit Engineering/Tech team who love to collaborate
Support with your career development and access to training
Regular company and team social events
24/7 casual dress code

We are committed to ensuring that we provide equal opportunities for all. Please let us know if you need us to make any adjustments or if you have any special requirements for the interview process. Depending on the role this normally includes a written test and interview.

Please note that we will only contact successfully shortlisted candidates.