Office Manager
Smuggler
New York, NYThis was removed by the employer on 9/12/2017 11:32:00 AM PST
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Full Time Job
JOB DESCRIPTION - OFFICE MANAGER NEW YORK
JOB SUMMARY
The New York Office Manager reports directly to the Director of Operations in LA, Chief Executive Officer, New York Executive Producer and Chief Operating Officer, acting as the ''go to person'' in the New York office. The primary duties of the Office Manager are to maintain daily operations in the office as well as oversee the PAs, receptionist, and interns. The position also requires the Office Manager to interface with leaders in the advertising and entertainment industries. Responsibilities in the position can range from creating custom soundproofing panels for an executive office to overseeing a research project for one of our directors. A positive and upbeat demeanor is also important as the Office Manager is vital to the spirit and morale of the office. Must be comfortable working additional hours on occasion.
SCOPE AND IMPACT
The Office Manager supervises and manages the support staff. The Office Manager administers support for executives, directors and senior employees as well as for freelance production teams working in our office. Jobs at Smuggler are often deadline driven and it is the responsibility of the Office Manager to support a workspace that allows jobs to deliver effectively and on time. The Office Manager is held accountable for the efficiency of the people s/he supervises and is heavily relied upon by directors, owners, and executives.
RESPONSIBILITIES (including but not limited to)
Hire and manage support staff: Receptionist, Office PAs, Interns
Oversee daily operations for New York office
Manage tech support and computer setup for all users in the office
Troubleshoot time sensitive technical issues
Manage and support freelancers while they are in the office
Oversee security and safety of the office
Maintain organization and cleanliness of the office
Client services
Oversee management of supplies, including kitchen
Assign workspace and set office related expectations for freelancers
Manage all facilities in the leased spaces off-site (e.g. storage facilities)
Point of contact for vendors, maintenance workers, utilities, and building management
Account for expenses, reconcile credit card charges, and handle of large amounts of petty cash
Event planning and holiday decorations
Curate and oversee execution of daily staff lunch
KNOWLEDGE AND SKILLS
REQUIRED:
Management skills, leadership, patience, positive attitude
Interest in and passion for production
Troubleshooting skills (both technical and otherwise)
People skills
Organizational skills
Excellent phone manner and writing skills
IT knowledge
Apple mail
Microsoft Office
PREFERRED:
Phone systems
Adobe Suite
Google docs
Wiredrive
Advanced Apple computer knowledge
RELEVANT EXPERIENCE
Office manager, facility management
IT
Customer service
PROBLEM SOLVING
COMMON PROBLEMS SOLVED BY THE OFFICE MANAGER:
Data management for executive computers and devices
Syncing of accounts (mail, contacts, calendars) to computers and devices
Network and printer connections
Disruption of phone or internet service
Power outage, blown fuse
Staffing and scheduling conflicts
Incorrect, missing, or late lunch
UNCOMMON PROBLEMS SOLVED BY THE OFFICE MANAGER:
Soundproofing
Balancing needs of different executives and VIPs
Abiding to city and fire department guidelines for roof furniture while fulfilling requests
Organizing furniture repair (sometimes vintage)