Daily Responsibilities:

● Maintain digital folder systems (Box) for weekly timecards, mileage, and box rentals

● Track and file incoming crew documents, including start paperwork and I-9s

Use SmartStart to:

○ Monitor onboarding progress and I-9 status

○ Download completed starts and communicate with the payroll assistant(s)

○ Flag weekly box rental needs and send forms as necessary

● Monitor shared payroll inbox and manage incoming forms (box rentals, mileage forms, etc.)

● Create new crew folders in Box and keep all filing up to date

● Keep internal tracking sheets (Google Sheets) current, including:

○ Marking status of received forms

○ Updating timecard and mileage columns

Weekly Responsibilities:

● Clear shared payroll email inbox 

● Send out DocuSign requests for mileage and posting 

● Download mileage data and run reports/tapes

● Pull check copies from the secure payroll site 

● Proactively follow up via email or phone with crew missing:

○ Box rentals

○ Timecard signatures or submissions

What We’re Looking For

● Experience in TV/film production or payroll is highly preferred

● Experience with MacBook or Apple operating systems highly preferred

● Strong attention to detail and excellent organizational skills

● Tech-savvy and comfortable working with digital platforms (Box, Google Drive, DocuSign, etc.)

● Clear and professional communicator (written and verbal)

● Ability to manage multiple priorities and deadlines in a fast-paced environment

● Familiarity with SmartTime, SmartStart, and SmartTime Mobile is a plus, but not required

● Must be discreet and able to handle sensitive/confidential information