Office Manager

Operations Department

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.