Your role is to ensure the office is running smoothly and to oversee administrative support by assisting with financial, operational and HR related functions. The Office Manager acts as primary contact for Company-wide vendors and other services and is responsible for ensuring company policies are followed.
Requirements for Position
- Bachelor’s Degree and minimum 2 years of proven office management, administrative or executive assistant experience
- Proficient with QuickBooks accounting platform
- Must have excellent written and verbal communication skills
- Must be highly organized and process-oriented with diligence and able to problem solve and work independently
- Should be comfortable communicating regularly with office visitors, employees, clients, vendors and partners
- Proficiency with Microsoft Office and Google Docs
- Knowledge of office management responsibilities, systems, procedures
- Knowledge of HR management practices, procedures, recruiting
- Knowledge of data and administrative management practices and procedures
- Baseline knowledge of platforms including WordPress, Slack, Google Drive, Basecamp, Everhour desirable
- Should be comfortable promoting company culture, supporting and advancing the company’s purpose, core values and organizing company events
- Should be an energetic professional who doesn’t mind wearing multiple hats
- Must be comfortable reviewing and analyzing financial statements and related company data and providing insights, when requested
Key Objectives
- To work with the management team to develop, organize and coordinate the processes and procedures of the company, as well as strategy and execution of all efforts in order to ensure organizational effectiveness, efficiency and safety
- To develop intra-office protocols and streamline administrative procedures
- To oversee all operations and HR day-to-day activities and to provide quarterly financial reporting to CPA
- To regularly delight and elevate Anvil employees, clients and partners
Essential Functions
Operational (30%)
- Develop, formulate and oversee the implementation of all office policies and procedures
- Coordinate with IT partner to ensure office equipment is operational and employees are properly supported on Anvil Media network and software platforms
- Prepare, submit and report monthly company payroll
- Prepare, submit and report monthly 401(k) contributions
- Manage relationships with vendors, service providers and property owner including contracts and price negotiations
- Work with the Account Team to create, distribute and track all client invoices and payments
- Review contracts and proposals signed by the agency for tools, clients and partnerships
- Create and strategically administrate the annual NetPromoter Score client satisfaction survey
- Welcome office visitors and ensure they are comfortable
Financial (30%)
- Develop, prepare and review all financial records and transactions for the business (invoices, checks, receipts, bank accounts, credit card accounts and financial reports)
- Prepare all financial reports and monthly dashboard; analyze data to provide insights and recommendations that will result in greater profitability and create projections based on information for future business decisions
- Reconcile and balance all financial accounts; compile reports to show statistics: weekly accounts receivable report, weekly accounts payable report, profit and loss, and other items pertinent to operation of business
- Prepare and manage company long and short-term financial projections in collaboration with the President and other members of the team
- Work with CPA on a quarterly and year-end basis to create tax documents for IRS, ADP and other reporting agencies
HR (30%)
- Create and manage all HR processes (recruiting, hiring, termination, benefits, data reporting, etc.)
- Stay up to date on COVID guidelines, restrictions, protocols
- Act as liaison between company and all benefit vendors and representatives
- Track and manage all team data (employee performance, employee compensation, HR issues) in collaboration with the Management Team and ADP HR support staff
- Support new hire process, orientation and paperwork in collaboration with the executive team
- Create and assist with termination process and paperwork in collaboration with the executive team
Administrative (10%)
- Ensure the office environment accurately reflects Anvil’s culture by being clean and professional
- Advise and assist with team-building activities including budget and scheduling
- Assisting President and Vice President as needed
- Provide secretarial/administrative support for the management team
- Manage inventory of office supplies, including kitchen, bathroom and communal area
We offer competitive compensation packages including healthcare, vision and dental benefits, short and long term disability, matching 401k savings plan, professional development budget and more. Let’s not forget the regular happy hours, team-building activities and field trips. Compensation $30-40K for the part time position (~30 hrs/wk). The Office Manager will report directly to the President and/or Management Team.
How to Apply
To be considered, please reply with cover letter, salary requirements, and resume to careers@anvilmedia.com.
No calls please. Anvil Media is an equal opportunity employer.