Office Administrator #146454

Office Administrator

Reporting to Managing Director

Duties:
-Greet and welcome all visitors to the Agency
-Manage general phone line and direct incoming calls
-Manage scheduling of conference room and maintain schedules of managers and staff [events, meetings, interviews, etc.]
-Schedule weekly Agency Status meetings; coordinate internal department meetings
-Maintain conference room, kitchen, and general office upkeep; arrange refreshments and supplies for client meetings Mail, FedEx, and other shipping
-Organize client holiday gifts and other special arrangements as deemed appropriate
-Coordinate travel arrangements for senior managers
-Coordinate and arrange “morale” events, office parties, agency outings, etc.
-Arrange for birthday celebrations for staff members, special occasions.
-Office Management Maintenance of office furniture and equipment [desks, lamps, supplies] for current staff and new hires
-Purchasing of supplies for general staff and studio
-Maintain relationships with building maintenance crews, security, recurring vendors [water, coffee/tea, gardener, deliveries, etc], and other building tenants
-Track expenses for freelance and independent contractor costs
-Approve invoices with accounting department, completing appropriate purchase orders and tracking selected vendors
-Ensure that internal requests from staff for various office solutions are resolved [IT requests, equipment upgrades, etc.]
-Human Resources Point of contact for new SF employees
-Orient new employees to the SF offices
-Provide new hires with appropriate HR documentation [full-time or freelance]
-Coordinate an orientation phone meeting between new employees and HR Coordinator in NY office
-Introduce new employees to agency, ensuring their equipment, desk needs are met, as well as IT setup [appropriate computer and phone equipment]
-Liaise between San Francisco office staff and Human Resources in New York [evaluations, issues with vendors/contractors/staff/freelance]
-Maintain relationships with outside contractors and freelance/temporary employees
-Hiring Post job listings on selected web sites in consultation with HR and management Assist in screening of resumes with General Manager and HR in New York
-Coordinate interviews for selected candidates Manage feedback candidate feedback database and facilitate hiring discussions among management
-Maintain relationships with local and long-distance recruiters who specialize in each agency department: Interactive Media, Print Production, Account Management, Media, Administration
-New Business Draft portfolio letters to potential clients
-Competitor and new business research, database management Accounting
-Track freelance expenses by month
-Oversee new vendor requests and purchasing with existing vendors; approve invoices and create selected purchase orders; reconcile issues between AP/AR in SF and NY
-Maintain expense report tracking for company purchases and events
-Work closely between account management, interactive, traffic, and accounting to maintain accurate records of freelance costs and vendor/IC billing issues
-Other Copyediting and proofreading of significant content: microsites, banners, layouts, PDFs, emails, copy decks, insertion date spreadsheets, etc.
-Research for account management on competitor insights, other pr


To apply, please email resume as a Microsoft Word document to:
adeford@24seveninc.com