Job Description

As part of the team that is responsible for the internal operations of the agency, the person in this role helps ensure Hirons runs like a well-oiled machine. The office manager helps coordinate the non-billable business of the agency.

A successful office manager will:

• Work on multiple projects at the same time
• Meet or exceed deadlines
• Be seen as a collaborative, helpful presence by all departments
• Be responsive to questions and requests
• Have a keen understanding of the agency and all internal departments

Duties and responsibilities

• Responsible for managing the facility’s day-to-day utilities and operations including, but not limited to, recycling/trash, HVAC, water, electrical, phone services, fire protection, business supplies and furniture as well as general maintenance and repairs
• Act as point of contact and manage relationships and projects with outside facility contractors
• Supervise the maintenance of office equipment, including copiers, printers, etc.
• Oversee catering contracts; order and set up food for meetings and trainings
• Negotiate the purchase of office supplies, furniture, office equipment, snacks, beverages, etc. for staff in accordance with company purchasing policies
• Stock office supplies, snacks and beverages
• Maintain and oversee office cleanliness and general organization
• Open and close office and complete corresponding duties
• Cover front desk and door, greeting all callers and visitors and directing them appropriately
• Update extension/phone list
• Update parking tags and vehicle sheet
• Coordinate transportation of office needs including pick-up and delivery of food, printed items and other materials to vendors or clients
• Supervise the maintenance and alteration of office areas and equipment, as well as layout, arrangement, and housekeeping of office facilities
• Coordinate Tox Drop and e-Waste Recycling program with Green Team
• Coordinate maintenance of document storage, consolidation, and destruction
• Provide first step IT support for employees and visitors and assist with oversight of IT tickets
• Participate as needed in special department projects, including office social events and external open-house setups and teardowns. This may include occasional after-hours support
• Oversee office security, including training new hires for security and parking, provide camera control and parking IMPD interaction
• Oversee new hire writing tests
• Participate on a Hirons affinity team
• Attend 1:1 status meetings with direct supervisor
• Other projects/responsibilities as assigned

Qualifications and skills

• High School diploma or equivalent. College degree preferred.
• Good planning and organizational skills; attention to detail a must.
• Basic knowledge of advertising/public relations/digital industries and client service.
• Superior verbal and written communication skills.
• Proficiency in Microsoft Office, including Outlook, Excel, PowerPoint and Word (within first 30 days).
• Proficiency with Workamajig project management software (within first 60 days).
• Working knowledge of mail processing such as postage machine, FedEx and UPS.
• A valid driver’s license, valid car insurance and vehicle in good repair.
• Ability to handle all work in an ethical and courteous manner.
• Experience in office management capacity.
• Ability to negotiate effectively.
• Ability to lift approximately 25+ lbs.