Office Manager/Concierge
Are you a go-getter, problem-solver, lunch-maker, challenge-taker, big-smiler, go-the-extra-miler? We’re looking for someone to be the face and backbone of one of Philadelphia’s most exciting agencies.
Think Traffic is currently seeking a highly motivated individual with strong accounting, organizational, and communication skills for immediate hire. The Office Concierge will provide day-to-day admin and accounting support to a busy Philadelphia based marketing agency. The candidate must be able to maintain workload on or ahead of deadlines, while maintaining quality and accuracy, be detail oriented, and able to balance multiple projects and priorities while remaining productive. The following duties are performed through the supervision of executive management. This role requires at least 3 in office days per week.
Administrative/Office Responsibilities:
- Assists with all administrative duties to the management team
- Welcomes all agency guests by greeting them in person or over the phone
- Maintains office upkeep, appearance, and organization of common areas, kitchen, reception area and conference rooms.
- Responsible for facilities' day-to-day operations (such as access keys, facilities management, workspace set-up)
- Works with facilities management or other outside contractors to insure a great work environment for staffers; security, housekeeping, general repairs, emergency communication, recycling, heat/water problems, etc.
- Manages renovations & repairs when required: painting, electrical, construction, new furniture, etc
- Helps to manage all office equipment; maintenance, repairs, and supplies
- Works closely with the management team to help facilitate new hire onboarding
- Assists management team to plan and execute all company functions/events, employee birthdays, anniversaries, etc. by sourcing materials, sending calendar invites, and ensuring that proper gifts are sent timely.
- Manages client gift lists and executes as approved
- Provides filing, mailing, shipping, organization of agency supplies, inventory management, and other clerical support for agency
- Coordinates and assists teams with any client needs including but not limited to reserving conference rooms and placing catering orders for any client or internal meetings
- Responsible for all interagency communications of meetings, agency events and any general IT or facilities issues
- Coordinates intercompany travel and reservations, hotel accommodations, pick-ups for clients and staff members as needed
- Supports management with all requests including but not limited to errands, personal shopping, groceries, shipments, travel bookings, and calendar management
- Maintains vendor relationships, both internal and external to the organization
- File management
- Assists with special projects as assigned
Accounting Responsibilities:
- Accounts Payable
- Accounts Receivable
- Credit Card Reconciliations
- Assist in monthly close process
Requirements:
- Bachelor’s degree required
- 2+ years experience running/maintaining an office
- 2-3 years accounting experience preferred
- Enthusiastic with excellent verbal and written communication skills
- Team player with a positive attitude and the ability to interact effectively with staff at all levels of the organization as well as with outside business contacts
- Strong problem solving skills and detail oriented
- Thrives in a collaborative, fast-paced environment
- Ability to work under pressure, meet deadlines, prioritize, and handle multiple projects simultaneously
- Must be MAC literate, proficient in MS Office and Excel with easy adaptability to new technologies
- Must possess a valid driver’s license and have access to reliable transportation to make runs as needed
