Seeking an experienced Administrative Specialist for a large entertainment company - this is a temp-to-perm position out of Culver City, CA.
General Summary
Provide comprehensive financial, payroll, billing, and operational analysis support to the Facilities, Backlot Operations, and S3 departments. This position is responsible for payroll processing, job cost tracking, financial reporting, budget analysis, vendor and purchase processing, billing, journal preparation, and financial systems administration. The role partners closely with Studio Finance, Accounts Payable, department managers, and trade personnel to ensure financial accuracy, policy compliance, and operational efficiency.
Core Responsibilities
Financial & Budget Analysis
- Monitor departmental and project spend; provide Budget vs. Actual reporting with variance explanations.
- Participate in development of annual operating and capital budgets.
- Support monthly fiscal close; prepare journal entries, accruals, and variance explanations.
- Reconcile discrepancies between Archibus and SAP.
- Prepare M&R hours vs. budget reports for directors, managers, and foremen.
Payroll & Labor Administration
- Process union payroll through UKG.
- Enter, audit, and monitor labor hours in Archibus.
- Process required paperwork for union new hires.
- Prepare labor reclassification and correcting journal entries.
- Audit mobile and computer time entries for accuracy and compliance.
Job Costing & Billing
- Track labor, materials, and service costs for job cost accounting.
- Collect billable time and materials for Backlot trades.
- Prepare service billing journals and related entries.
- Monitor stage power usage and prepare client billing.
- Research and resolve billing discrepancies.
- Reconcile Backlot trade purchases and expendables.
Purchasing & Accounts Payable
- Create and process purchase requisitions, blanket POs, and AP payment requests.
- Code and input invoices and quotes in Ariba.
- Ensure compliance with company policies for purchases and payments.
- Create and process Vendor Maintenance Requests (VMRs).
- Follow up with Accounts Payable, vendors, and clients.
Systems & Reporting
- Create Archibus work requests and monitor cost entries.
- Serve as subject matter expert for Ariba, Archibus, SAP, UKG, TAAS.
- Train and support department users on financial systems.
- Maintain data integrity across systems.
- Generate recurring and ad hoc operational and financial reports.
Administrative & Operational Support
- Communicate accounting matters with operating departments.
- Participate in Facilities and S3 meetings.
- Assist management with research, analysis, and special projects.
- Provide general administrative support as needed.
- Maintain confidentiality of financial and personnel information.
Job Requirements
Education:
- Bachelor’s degree in Business, Finance, Accounting, or related field preferred. Equivalent combination of education and experience may be considered.
Experience:
4–6+ years of administrative, financial, or analytical experience. Experience supporting Facilities, Construction Trades, Union environments, or Entertainment industry strongly preferred.
Fiscal Responsibility:
Participates in financial oversight and reporting and advises management on budget performance and cost control. No direct budget ownership.
Knowledge of:
- Basic accounting principles
- Budgeting and variance analysis
- Job cost tracking methodologies
- Payroll processing (union environment preferred)
- Facilities and Construction trades and union contracts (helpful but not required)
Skill In:
- MS Office – Word, Excel (advanced), and PowerPoint
- Excel data analysis tools and reporting
- SAP, Ariba, Archibus, UKG, TAAS or similar systems
- Strong analytical and problem-solving skills
- Excellent written and verbal communication skills
- Strong organizational and time-management skills
- High attention to detail and accuracy
Ability To:
- Analyze financial and operational data within departmental budgets
- Work independently and exercise sound judgment
- Manage multiple priorities and meet deadlines
- Adapt to changing operational requirements
- Maintain confidentiality
- Follow company policies and procedures
