Office Manager - Contract to Hire

New York, New York | Freelance | Job ID #44555 |
Posted Last Month
 
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Our client, a startup advertising agency, is in need of a new Office Manager to support their team. This will start as a brief freelance period with the opportunity to convert to full-time. This role is starting ASAP so candidates must be available onsite in NYC.

What you'll be doing:

Office Manager Duties:

  • Open the office at 9:00 am each morning
  • Tidy and make sure place looks neat (food put away, dishes in dishwater, etc.) Turn on lights in office and conference rooms
  • Turn on music
  • Greet people who enter our office including delivery persons, guests, etc. Asking to see if guests need water, etc. Helping them to hang up coats, notifying the person they are there to see.
  • Answer the phone as needed
  • Manage the issuance of keys to the office to staff members (and freelancers when appropriate.)
  • Maintain stock on all office supplies inlaying printer paper, pens folders, etc.
  • Set the tone for best practices of office maintenance in the office. In other words, don’t be afraid to send emails or speak directly to people to manage keeping the office neat and in order
  • Manage relationships with all office vendors including Landlord, Super, Messenger services, etc.
  • Manage office kitchen stocking including snacks, and beverages. This means weekly making sure that agency is stocked with fresh snacks, coffee, milk etc on Monday AM
  • Suggest getting a weekly Fresh Direct or Whole foods delivery Monday AM
  • Fridays make sure that any food that may go bad is removed from the fridge.
  • Coordinate and manage the IT dept. relationship including keeping equipment up to date, server working properly, and billing from IT
  • Request W-9’s for new vendors as needed
  • Liaise between IT services and the agency
  • Manage the maintenance of offices utilities and equipment (printers, servers, kitchen appliances, lights, electric, heat and air, etc.
  • Coordinate corporate events, on/off site client meetings and/or video conference meetings; including catering, presentations, set-up of AV equipment and overall setup of the conference rooms, including coordinate food needed for client meetings held internally
  • Client meetings – make sure all set up ahead of time for food/water/coffee, space clean, use REAL plates/mugs/glasses/silverware - if off-site at venues around the city, all participants are confirmed & coordinated on their end; greet clients & settle them in upon arrival
  • Keep up to date all magazine and online industry subscriptions, including passwords
  • Responsible for keeping all agency passwords up to date and on file in a password database on the server for access when OM is out of the office
  • Coordinate with finance on the invoicing and billing of vendors, supplies, IT, etc. 
  • Maintain and reconcile Petty Cash Account
  • HR responsibilities:
    • Prepare new hire paperwork and organize on server, keeping folders up to date.
    • Prepare and issue all freelance paperwork and maintaining freelance folders on the server in the finance folder.
    • Update internal time management system with new hires and freelancers information.
    • Issue new email addresses for new hires and freelancers.
    • Administrate insurance, 401k, stock purchase plan including Open Enrollment.
    • Maintain vacation and sick time reports and calendar. Specifically, the office-wide holiday/vacation calendar.
    • Issue computers to new hires and freelancers and keeping computers up to date and ready for use.
    • Other tasks may apply.

About you:

  • Entry level experience ideally in a similar position
  • Bachelor's Degree a plus
  • Background or interest in creative also a plus
  • Strong communication
  • Go-getter attitude
  • Can be client facing and set up meetings, greet guests and overall set a welcoming tone for the office

Please apply today!

Apply

Disclaimer:

  • The client is unable to support 1099 / Corp-to-Corp or Independent Contractor arrangements at this time. All freelancers will be paid as W2 employees.
  • In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification document form upon hire.
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About Onward Search

Onward Search helps connect digital, creative and marketing talent with choice jobs at the nation's most recognized companies and digital agencies. We offer a full range of recruitment and staffing solutions to include contract, temp-to-perm, and permanent / executive search placement.

Onward Search is an equal opportunity employer, dedicated to a policy of non-discrimination in an employment with regard to race, color, religion, gender, sexual orientation, national origin, age, disability, genetic information, veteran status or any other classification protected by federal, state and local laws and ordinances, nationally and internationally. Candidates must be at least 18 years old to be considered for employment. AA/EOE/M/F/D/V