The Office Manager is responsible for administrative support and front office activities, including staffing the front desk, cleaning, mail and forecasting/purchasing office supplies. This role will create and cultivate an environment that reflects Phenomblue’s unique brand identity and caters to its employees, clients and guests.
You will manage office logistics by forecasting and maintaining necessary office supplies and resources — including preparation and set up for client workshops and meetings, which includes printing, assembling collaboration kits, supply runs, catering and clean up. You’ll be responsible for maintaining and purchasing all company-provided snacks and beverages, and setting/cleaning up office-related lunches and other special events. You’ll supervise all office resources and be the point of contact with building maintenance. Further, you’ll be responsible for issuing and tracking all assigned forms of access into our space. You’ll be responsible for maintaining a clean and comfortable office, including cleaning the kitchen daily, ensuring all conference rooms are consistently equipped with appropriate supplies, and snacks and beverages are stocked.
The ideal candidate has 5+ years of experience in a similar role with experience managing office resources and supplies. Proficient in negotiating and booking travel via web. Proficient in all Microsoft Office programs and an Apple-based office. Able to prioritize multiple tasks from various requesting parties and deliver results in a fast-paced and demanding environment. In addition to understanding the Phenomblue brand and our services, you’ll be positive, self-motivated, organized, a great communicator, detail-oriented and should consider no job too big or too small.
The details of the duties and responsibilities of the role are as follows:
Responsible for identifying, facilitating and communicating administrative activities to ensure the smooth operation of the office on a day-to-day basis. Ensures a welcoming reception area and professional working environment, answering calls and projecting a professional image for the firm both internally and externally.
Oversee office organization, arrangement and housekeeping by maintaining a clean and comfortable working environment on a daily basis for the entire office. This includes, but is not limited to, removing all clutter from common areas, cleaning the kitchen and doing dishes, disposing of trash and ensuring water pitchers, as well as snack dishes, are full in meeting areas.
Coordinate all logistics for internal meetings and client meetings and workshops. This may include, but not be limited to, furnishing coffee, coordinating caterers, printing documents, purchasing supplies, etc. Responsible for distributing, tracking and managing all access cards, key FOBs, etc. for office access. May be asked to design and implement filing systems and ensure they are maintained and current.
Ability to identify the potential for operational efficiencies that may exist in running the day-to-day administrative operation, and the self-motivated sense to act when it comes to presenting and implementing these opportunities.
Monitor and maintain office supplies inventory needed to ensure smooth day-to-day operation. Supervise the maintenance of all office equipment, including printers and telephones. Pick up and stock all snacks and drinks that are provided by the firm.
Supports all personnel in booking and coordinating travel activities, which includes booking airline tickets, hotel accommodations and rental cars for multiple people at one time.
Contributes to team effort by accomplishing related activities as needed.
Competitive pay, awesome clients, casual dress policy, open paid time off policy, paid benefits (health/dental/eye/life/std/ltd) and the best work/life balance in the industry.
Phenomblue is a privately held connected communications firm, building brands to ensure success in the connected age. Our culture is incredible and the people are even more so. Since 2004, Phenomblue has created and fostered a work environment regarded within the industry as world-class.
Phenomblue provides equal opportunity in employment and will administer its policies with regard to recruitment, training, promotion, transfer, demotion, layoff, termination, compensation and benefits without regard to race, religion, color, national origin, citizenship, marital status, gender, sexual orientation, age, disability or status as a disabled veteran or veteran of the Vietnam era or any other characteristic or status protected by applicable law.
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