Effective UI

Returning Candidate?

Office Manager (Temporary)

Office Manager (Temporary)

Job ID 
2017-2279
Location 
US-CO-Denver
Posted Date 
10/4/2017
Department 
Admin/Finance

More information about this job

Overview

*THIS ROLE IS WITH Effective, an Ogilvy Company (http://www.effectiveinc.com).

 

Effective is an experience agency that embraces digital complexity through a measurable, human-centered design approach. We use comprehensive insight to help clients discover unmet opportunities and build transformative customer experiences.

 

With more than a decade of raising the bar, our purpose- driven, diverse teams share their expertise in design thinking, customer insights, data strategy, and technology to empower clients and achieve long-term success.

 

The Office Manager will be responsible for the proactive oversight of front office activities, administrative support, and general office management. This is a highly visible role requiring strong attention to detail and organizational abilities as well as genuine passion and care for the image, upkeep, and maintenance of the office environment. You must be hyper focused on providing incredible service while balancing the demands of working for a profitable organization.

Responsibilities

Reception Area

  • Anticipate needs and deliver an exceptional in-person experience for clients, vendors, interview candidates, and employees.
  • Manage all telephone and mail communications to support the office’s professional image.
  • Keep reception area clean, organized, and beautifully maintained.

Administrative Support

  • Provide general administrative support to Executive Team, including completing expense reports, assisting with travel arrangements, and scheduling meetings.
  • Oversee budget for designated office expenses and submit accurate forecasts and reconciliations to Finance as required.
  • Order and manage delivery of food and beverages for client and internal meetings.
  • Support Talent Management team with new hire onboarding and employee separation tasks, as needed.
  • Support Operations team with employee requests for access to files, folders and tools in compliance with security recommendations.

 

Office Management

  • Serve as primary point of contact with building landlord / building management for all things related to office space, maintenance, issues, etc. Partner with internal team members as appropriate.
  • Plan and orchestrate all office moves, including maintaining updated and accurate floor plans.
  • Partner with Leadership in New York City to support remote office needs.
  • Proactively manage kitchen supplies to ensure full stock of snacks, utensils, and paper goods at all times.
  • Maintain inventory of general office supplies, and ensure that office supply area is consistently well-organized.
  • Daily scouting of office space to ensure timely handling of all maintenance needs (lightbulbs, appliances, etc) .  In addition, daily monitoring of building exterior to ensure professional appearance (graffiti, trash, etc.).
  • Act as primary point of contact for all office related vendors.
  • Manage and act as key point of contact for the cleaning crew, providing direction and course correction when necessary.
  • Maintain flexible work hours when required to support key internal client meetings (e.g. employee breakfasts, early client meetings, etc.).

Qualifications

  • 2+ years of relevant administrative and/or office management experience
  • Proficiency with Microsoft Office Suite (Word, Excel, PowerPoint)
  • Professional demeanor with excellent verbal and written communication skills
  • Self-starter with a strong bias for action
  • Exceptional problem solving skills
  • Flexible, dynamic and entrepreneurial mindset