Office Manager @ Sibling Rivalry - New York, NY

Job Overview

2 months ago

Office Manager

Sibling Rivalry - New York, NY

Sibling Rivalry is a hybrid agency with capabilities that span every aspect of strategy, creative, and production. Our clients include some of the biggest brands in entertainment, technology, sports, and automotive. It’s a very exciting time to join our growing New York based team.

Overview

At Sibling Rivalry, smooth processes and systems are the key to our success. The Office Manager role is someone who possesses excellent organizational skills, communication skills, attention to detail, and a personable disposition. The ideal Office Manager has a natural ability to roll with the punches and be flexible to handle anything that comes his/her way. You’ll be a strong and reliable support to management and department heads with scheduling, managing equipment needs, liaising with IT, supporting client services and engaging positively with internal and external customers.

Job Description

Oversee and support all administrative duties to ensure the office is operating smoothly for internal and external customers.

  • Open the office no later than 9:30AM and ensure that lights, music, and space is tidy (brew coffee, empty the dishwasher, clear space of debris and clutter).
  • Greet everyone at the reception desk and ensure that they have the tools and resources to work in the space including wifi passwords, desk/conference room assignments, and office tours (as applicable).
  • Answer and direct calls; schedule meetings for the team as needed.
  • Ensure COVID-19 protocols are followed by staff/guests working in the office.
  • Coordinate /schedule flex desks and conference rooms for staff.
  • Research applicable space scheduling software and implement it upon approval from the manager (hybrid return to office plan).
  • Coordinate with business vendors that support Sibling Rivalry’s operations.
  • Escalate any issues/ concerns to your manager.
  • Ensure that supplies are ordered, stocked, and replenished throughout the space (kitchen, offices, restrooms, etc).
  • Make sure office and kitchen equipment is in working order. Coordinate any maintenance and/or work order requests upon approval from your manager.
  • Coordinate with off-site rental storage facilities and ensure that the contents are cataloged and accessible.
  • Create a filing system for staff and freelancer records/documents.
  • Order meals for staff and clients (breakfast, lunch, and dinner) when requested.
  • Ship, receive and sort mail/packages and maintain a shipping/ receiving log for all transactions. Responsible for getting pertinent information from the producers for shipping needs and double checking that it is filled out completely and accurately.
  • Assist with office layout planning and office moves.
  • Identify areas for process and office management improvements and design and implement new systems upon manager approval.
  • Close the office at the end of the day by turning off lights, loading and running the dishwasher and setting the security alarm.

Coordinate Sibling’s D&I Task Force Efforts.

  • Create an agenda for weekly meetings.
  • Circulate notes/follow-up action items from discussions.
  • Coordinate outreach with local schools and organizations.
  • Prepare decks/presentations as needed.
  • Provide support to training sessions for the staff.

Administrative support to the Executive Director/Integrated Production as needed.

  • Back-up for on-boarding freelancers through Wrapbook.
  • Show the Love” initiative with staff new hire on-boarding, birthdays, work-anniversaries, company town halls and other gatherings.
  • Send out client milestones and end of the year gifts.

Support accounting tasks for the team.

  • Enter POs and expenses to ActualizeIT and submit to Accounting timely.
  • Log all invoices and expenses accurately into the correct folders. Follow-up on any outstanding project invoices at the end of each week.
  • Audit work at least weekly to ensure quality, accuracy and completeness.

Education and Experience

  • High school diploma
  • Minimum 1-2 year’s previous experience in administrative/office manager role
  • Interest and passion for supporting and maintaining company culture, organization and supporting a growing studio in NYC
  • Must have exceptional attention to detail, strong organizational skills, time management skills, and ability to prioritize
  • Must be self-starter, driven and have the ability to multitask
  • Excellent communication and interpersonal skills
  • Strong problem solving skills and analytical abilities
  • Team player with a collaborative, positive demeanor.
  • Must be proficient with Microsoft Office and Google Apps.

Preferred Education and Experience

  • Bachelor’s degree in business administration, communications or related field
  • 1-2 Year’s experience in a hybrid agency work environment
  • Experience working with ActualizeIT, Wrapbook and/or other payroll/billing/invoicing software.

Physical Requirements

  • Prolonged periods of sitting at a desk and working on a computer.
  • Must be able to lift up 20lbs at one time.

Job Type: Full-time

Pay: $21.63 - $24.04 per hour

Benefits:

  • 401(k)
  • 401(k) matching
  • Dental insurance
  • Health insurance
  • Paid time off
  • Parental leave
  • Professional development assistance
  • Retirement plan
  • Vision insurance

Schedule:

  • 8 hour shift

COVID-19 considerations:
All employees must be fully vaccinated against COVID-19. Masks are optional but recommended in the office space.

Experience:

Work Location: One location

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