Remote Pre-Event Support Coordinator

A quick intro to Phun for All... we are an Experiential Marketing Agency with headquarters in San Diego that specializes in brand promotions and samplings across the U.S. Most of our clients are beer, wine, and spirits brands that we service by scheduling, staffing, and executing product samplings in their target markets and retailers. Most of our samplings are 3 hour samplings in retailers such as Whole Foods Market, Total Wine & More, and as well as other regional grocery chains. We have a field team of workers who we staff to do the samplings, which we require them to submit a post-event report following each event. Another thing about our company is that we're an extremely small internal team. Myself managing Operations, and my partner Ashleigh managing Sales and Client Relations. We complete the event process from A to Z, and in order to better assist our field team workers and clients, we are looking to bring on Virtual Assistant teaUpgrade to see actual infombers.

This role will report to Operations Manager (Lesley) and Sales Manager (Ashleigh), acting as the administrative support for scheduling/onboarding and gig worker support as needed leading up to their scheduled event. We are looking to bring on a Virtual Assistant in the proposed role outlined Upgrade to see actual infopending on applicant skill set and availability, we may redistribute the tasks, as we are hiring for two Virtual Assistant positions currently. We are primarily looking for someone who is a good fit skill and culture wise and is open to growing in their role with our company, as we have seen tremendous growth over the past 9 months and only plan on expanding! We are looking for ongoing and consistent administrative support across a variety of tasks, eventually growing into a management role.

Pre-Event Support Coordinator:

Pre-Event Coordinator assists in tasks leading up to event execution including data entry such as requesting events on retailer's portals and admin tasks such as scheduling events and onboarding new workers into our payroll/HR systems.

SCHEDULE: flexible hours, TBD.

Event Requests (Data entry):
Submitting event requests via appropriate retailers portals according to their established process
Once requests are approved, assisting in data entry to our scheduling platform (date, time, location, brand represented, event instructions)

Worker Onboarding:
Entering new hires information into payroll Paychex system once new worker is booked on gig such as:
First/Last Name

Email
Zipcode
Phone Number

Paychex Support:
Confirming new hires account data once they complete their Paychex account (pay rate, tax info, etc, state of employment)

Onboarding Task Follow Up
Send out daily updates to Ashleigh and myself on who has completed the onboarding process through EMP Force HR system
Following up with workers who have not completed onboarding tasks to get theirs completed and assist as needed

Miscellaneous Tasks:
Enter Events into Trusted Herd platform for recruiting (1-2 hours per week)
Approve submitted reports and keep notes on important details as needed (ongoing)
Sending emails/texts about incomplete Paychex profiles
Various administrative tasks such as calling to reschedule with stores