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Administrative Assistant

2 months ago

Milwaukee, United States Clearwing Productions Full time
Job DescriptionJob Description

As the Administrative Assistant - Production, you'll be the heartbeat of our dynamic production department You'll wield your organizational superpowers to ensure that every piece of paperwork flows seamlessly through our processes. Your meticulous attention to detail will guarantee that everything is documented, submitted, collected, and uploaded precisely when needed, keeping our operations running at peak efficiency. 

 

Essential Duties and Responsibilities:

  • Maintain an operating procedure/ bookkeeping for all show documentation in cloud-storage (OneDrive).
  • Procure Certificates of Insurance (COI's) for vendors as needed.
  • Review COIs from clients to ensure that all necessary data is present.
  • Assist in helping sales teams in getting projects invoiced in a timely manner.
  • Ensure that all customers' accounts are current and that project terms are accurate.
  • Process new-client packages and client credit applications.
  • Keep track of tax processes and rates and ensure all projects are billed accordingly, including ensuring that customers' current tax-exempt forms are up to date.
  • Fill out credit-card application forms as needed for various sub-rentals.
  • Assist the Labor Coordinators with generating freelancer agreements and/ or booking travel and per diem for event staff.
  • Take notes at weekly production meetings and share them with production team-members.
  • Join Account Executives in attending client meetings for certain projects - both virtually and in-person, as needed.
  • Fill out credit applications and credit card authorizations, as needed.
  • Other duties as assigned.

 

Competencies:

  • Managing Processes
  • Reporting Skills
  • Critical thinking; ability to organize, prioritize competing objectives
  • Works well with timelines and deadlines
  • Self-motivated and passionate with the ability to work in a fast-paced environment
  • Professional interaction: tactful, positive, effective communicator (verbal and written)
  • Enthusiastic and passionate

Qualifications

Skills and Qualifications:

  • Two (2) years working experience in the entertainment industry, or equivalent combination of education and experience.
  • Extremely proficient in Windows operating systems, Microsoft Office Suite including Microsoft Excel. 
  • Valid Drivers’ License and clean MVR required.
  • OSHA 10 Certification preferred.
  • CPR/ AED Certification preferred.

 

Physical Working Conditions:

  • Sit or stand for prolonged periods of time. 
  • Work "on-call" as needed including some nights, weekends, and holidays. 
  • Work long hours and overtime as required. 
  • Able to Travel (possibly with short notice). 
Company DescriptionClearwing Productions is the company behind the scenes - making shows and events happen across the country. Whether you want to be on the road travelling or stick a little closer to home, Clearwing Productions offers you the ability to work on some of the most iconic events around the country. Your schedule will shift to meet the ever-changing needs of live events and no two days are the same.
Clearwing Systems Integration designs, sells, installs and services production equipment into a large array of venues and spaces.
This is the place for those who have a passion for delivering intricate, permanently installed performance-based systems. If working in a construction environment is your preferences but you simply can't live without entertainment technology in your life, Clearwing Systems Integration is the next step in elevating your career.Company DescriptionClearwing Productions is the company behind the scenes - making shows and events happen across the country. Whether you want to be on the road travelling or stick a little closer to home, Clearwing Productions offers you the ability to work on some of the most iconic events around the country. Your schedule will shift to meet the ever-changing needs of live events and no two days are the same. \r
Clearwing Systems Integration designs, sells, installs and services production equipment into a large array of venues and spaces.\r
This is the place for those who have a passion for delivering intricate, permanently installed performance-based systems. If working in a construction environment is your preferences but you simply can't live without entertainment technology in your life, Clearwing Systems Integration is the next step in elevating your career.