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Office Manager
NYFA
New York, NY, United States
Job Details - this job has expired, please see similar jobs below
Description
The Office Manager is responsible for managing the agency’s infrastructure including information technology, human resources, and facilities in New York, Los Angeles and London, as well as supporting the New York Executive team, and interfacing closely with the finance team. The Office Manager will be responsible for a departmental budget.
ESSENTIAL JOB FUNCTIONS (Duties include but are not limited to the following):
Human Resources:
• Ensure thorough, timely on-boarding, orientation and training for new staff including providing Employee Manual and NDA; orient users on directory structure; liaise with IT provider to create email account; set up and train employee on all systems including phone (Shoretel), set up logins for time tracking (Harvest), file sharing (Dropbox) and CRM (Salesforce), working with Staff Accountant re payroll, 401k, credit card, expense report training; communicating with digital team to update website, among other onboarding duties
• Maintain comprehensive job descriptions, implement performance review process and maintain employee files; manage benefits and track personal time off (PTO) in compliance with policy
• Execute benefits administration to all employees
• Form relationships with benefit providers and review all benefits to ensure they are both cost-effective for the company and competitive in the market
• Maintain an accurate Organizational Chart
• Manage off-boarding of employees including exit interviews, terminating benefits, updating telephone system, communicating with digital team to update website, liaising with staff accountant to update benefits and payroll
• Manage interviews and offers
• Determine if benefits are cost effective and competitive with other agencies
• Supervise the administrative staff, ensuring they have the tools they need
• Acknowledge staff contributions in a meaningful way
• Update the company calendar with vacation schedules and staff travel
Management:
• Plan weekly staff meeting with agenda
• Improve communication throughout the organization
• Work closely with the EVP and Staff Accountant to ensure resources are available to implement staff hires, IT or facility enhancements
Office Administration:
• Answer general telephone line
• Sort, open and distribute daily mail
• Research best vendors for office needs and negotiate pricing including video/conference calls, credit cards, cleaning, office amenities, etc.
• Prepare for meetings as directed including preparing conference room, ordering catering, setting up remote meetings
• Order and stock office supplies and snacks
• Plan team events including happy hours, welcome parties, speakers series and other social events
• Interact with Los Angeles and London office of the company, clients, vendors
• Maintain a current phone extension list
Facility:
• Coordinate with building management and other vendors for main facility in New York, and smaller facilities in Los Angeles and London
• Manage New York facility ensuring cleanliness, orderliness, and remotely manage maintenance of smaller facilities in London and Los Angeles
• Build and manage relationships with two sub-tenants
• Keep lease agreements up to date and in our best interest by establishing a good working relationship with the building owner
Hardware, Software and Information Management :
• As needed, audit all systems and vendors related to IT, negotiating the best pricing, and proactively managing upgrade of hardware and software within a budget
• Liaise with IT provider on all issues related to the offices including equipment upgrades and software contracts
• Manage initial setup of workstations for new employees
• Regularly review licensed accounts against personnel needs for time tracking software, CRM, cell phones, desk phones, credit cards, IT support, etc.
• Ensure logical and self-evident naming conventions and directory file structure to remove any roadblock to accessing information and utilizing historical data both on the server and in hard files
• Ensure data security, network redundancy and disaster recovery plan
• Enable continuous staff training to utilize Salesforce to its fullest; and, ensure information about media, collectors, artists and vendors are accurate and up-to-date
• Enforce a culture of tidiness and organization
Personal qualities:
• Honesty, integrity and reliability
• Mature, responsible, unflappable
• Detail-oriented and well-organized
• Excellent oral and written communication skills
• Ability to manage multiple priorities in a fast-paced environment
• Team-oriented
• Provide timely information and respond to requests from multiple departments
• Practical problem solving
• Comfortable holding people accountable
• Proficiency in Salesforce, Harvest, BambooHR and MS Office
• Ability to maintain strict confidentiality of information and operations
LOCATION: Work is performed in the FITZ & CO New York Office
REQUIREMENTS: Minimum of 5 years administrative experience in an agency environment. BA/BS degree preferred or equivalent combination of education/experience.