REPORTING RELATIONSHIPS

Reports to the Operations Manager and General Manager

Direct reports: None

Status: Part-Time Hourly, expected 20-30hrs/wk with room for expansion. 

Location: Pleasant Hill, California

Remote Work: Remote work may be available on a limited basis upon approval. 

COMPENSATION AND BENEFITS

Starting Rate: $23/hour

Opportunities for advancement within the company with regular semi-annual reviews. 

Eligible for a SIMPLE IRA retirement match up to 3% of compensation, subject to the terms in our employee handbook

POSITION SUMMARY

Desired Effect (“DE”) is a full-service San Francisco Bay Area theatrical production company. We offer equipment rentals for Lighting, Sound, Costumes, and Special Effects. We also offer full-service design and technicians.  

Desired Effect is in search of an Operations Associate (personnel). Operations Associate is a crucial role responsible for the end-to-end facilitation, coordination, and administrative processing of all staff-related activities. This includes managing the entire hiring pipeline, orchestrating a smooth onboarding experience, and maintaining consistent and compliant staff scheduling across all departments. 

PRIMARY RESPONSIBILITIES

Recruitment and Selection

Job Posting Management: Prepare, review, and accurately post approved job descriptions and vacancy announcements on all applicable external hiring platforms (e.g., LinkedIn, Indeed, profession association sites) and the official company website to attract a diverse and qualified pool of candidates. 
Applicant Tracking and Management: Systematically sort, organize, and categorize all incoming applications and resumes. Maintain the Applicant Tracking System (ATS) to present a streamlined list of candidates for review by the designated Hiring Committee. 
Hiring Committee Coordination: Prepare comprehensive agendas and necessary documentation for all Hiring Committee meetings to ensure productive and focused discussions regarding candidate selection. 
Interview Scheduling: Act as the central coordinator for all candidate interviews, scheduling appointments promptly with the appropriate members of the Hiring Committee, department heads, and executive leadership. Manage all follow-up communication with candidates and internal staff. 

Onboarding and Compliance 
New-Hire Paperwork Processing: Accurately and confidentially process all new-hire documentation, including offer letters, employment contracts, tax forms, and benefits enrollment packages, ensuring full compliance with federal, state, and company policy and procedures. 
Mandatory Training Coordination: Coordinate and schedule all mandatory company training sessions (e.g., Safety, compliance, HR policies). Maintain meticulous records of staff attendance and completion to ensure all personnel remain current and compliant with both regular requirements and  internal standards. 
DOT Compliance: Maintain Driver Qualification Files for all staff drivers including accurate and current employment applications, physical exams, recurring MVR checks, safety performance history, road test certificates, and records of duty status/drive time.  

Scheduling and Workforce Management

Shift Schedule Development: Collaborate closely with department heads, floor managers, and other applicable personnel to develop, finalize, and publish detailed shift schedules. This process must adhere strictly to company policy regarding maximum hours, break times, and necessary coverage levels. 
Schedule Publication and Communication: Ensure all approved schedules are published promptly and communicated effectively to all relevant staff members via the approved company communication channels (When I Work). Manage and track any necessary schedule modifications or shift swap requests. 

The Operations Coordinator (personnel) assumes other operational responsibilities as assigned by the Operations Manager or General Manager

REQUIRED EXPERIENCE AND EDUCATION

• High School Diploma or GED

• Two years experience working in operations and/or HR

• Organized and deadline-oriented, with strong attention to detail and time-management skills

• Ability to follow directions accurately and work independently

• Flexibility to work weekends

PREFERRED EXPERIENCE AND EDUCATION

• Bachelor's Degree in Accounting, Business, or a related field

• Inquisitive about systems and how the company operates

• General theatrical knowledge

• Valid Driver’s license

• Familiarity with: 

  • MacOS

  • Slack

  • Google Workspace

  • Trello

  • Rentman