Office Manager

160over90•Saint Louis, MO

7d•Onsite

About The Position

The Office Manager oversees general office administration inclusive of operational duties, hospitality coordination and personnel support to maintain a high-functioning and welcoming office environment. As the first point of contact within the agency, the Office Manager contributes to the overall experience employees, clients and vendors have when coming into our physical office space. This individual embodies our agency value set and is a proactive problem solver, highly organized, friendly and approachable.

Requirements

Strong written and oral communication skills
Experience working with various teams and juggling concurrent work streams
Proficient in MS Office (Teams, Word, Excel, PowerPoint & Outlook)
Time management, prioritization and organization
Eye for hospitality and “details” that create an exceptional employee/guest experience
Detail-oriented and proactive
Professional demeanor

Responsibilities

Provide reception/front desk support to welcome employees, clients and vendors into agency
Coordinate with office staff to secure and book conference rooms for high profile meetings or client visits
Sort inbound mail/packages and deliver to employees and prepare outgoing mail/packages, handle interoffice Campus Ship
Liaison with building/property management to coordinate custodial service, office maintenance, repairs and vendor visits
Manage and maintain building and security access systems
Alerting agency staff for building-wide notifications (office closures, snow removal status, fire drills, power outages, etc)
Activate/deactivate security badges for new/leaving employees in partnership with HR, including maintaining an employee log of all active security badges for reference
Serve as St. Louis representative for the Culture Committee including planning and executing events / initiatives
Keep building spaces neat, orderly and organized
Order/maintain inventory of office supplies
Serve as a liaison with WME Group facilities team, providing occupancy reports and ad hoc requests
Maintain office equipment and schedule maintenance/repairs as needed
Partner with IT to troubleshoot A/V tech and conference room systems as needed
Other duties as requested by St. Louis leadership team
Maintain kitchen, bar, soda fountain, draft beer, and coffee areas, inclusive of: Running and unloading dishwashers, Cleaning and sanitizing coffee machine, Wiping down counters and sink areas, Bi-weekly clean out/wipe down of refrigerators (employees will be asked to remove or toss anything in fridge prior to wipe down)
Order working meals and assist with conference room set up/tear down, inclusive of: Quarterly Agency and other communication meetings, Client or Leadership-approved working meals, Culture Club led meals, happy hours, outings and events
Order and restock of office snacks, beverages, bar, coffee, etc.
Maintain shared budget tracker with finance leads to manage budget for office supplies, food and beverage, and special events as well as Culture Committee budget
Provide receipts and prepare expense reports for charges incurred in maintaining office needs
Submit and approve building invoices using Esker
Maintain office seating chart and parking allocations in partnership with leadership team
Coordinate and manage office moves
Assist with coordinating on-boarding, badge/access, desk set up for new employees
Build relationships with agency teams across all departments
Sustain a clear, cool head under pressure, especially when the unexpected occurs
Exude confidence and possess a go-getter attitude with zero ego