Office Manager

3 weeks ago

Carlsbad, United States Havas Edge Full time

Position General Summary:


The Office Manager will provide general office support with a variety of administrative activities and related tasks. You will be responsible for ordering general office supplies, ensuring breakrooms are stocked with needed supplies, working with outside vendors for basic office and building maintenance, general support for office events, answering and directing incoming calls and welcoming visitors, mail distribution and flow of correspondence.



Essential Job Functions and Duties:


Office Operations

  • Welcome on-site visitors, determine nature of business, and introduce visitors to appropriate point of contact
  • Monitor and manage intake log of visitor access
  • Coordinate office management needs (supplies, maintenance, security) across Carlsbad, Burbank, Dallas, and Boston offices
  • Daily scheduling, organizing, cleaning, and preparation of all conference rooms
  • Responsible for inputting building maintenance requests with property management
  • Maintenance and upkeep of storage spaces
  • Organize and assist with office and company events
  • Perform other administrative duties as needed, such as expense report submissions, filing, photocopying, and data entry
  • Manage concur approvals for travel that align with company travel policies
  • Maintain receipts and invoices for office/kitchen supply orders and travel expenses to submit to the Finance department for reconciliation
  • Maintain a safe and healthy work environment by establishing and enforcing standards and procedures
  • Provides direct support to colleagues regarding furniture and supplies, office repairs, technical questions and support, and standard operating procedures
  • Communicate all operating policies and/or issues/changes at department meetings and to relevant parties to ensure a successful business
  • Work closely with the IT Department around employee equipment, e.g. computer, laptop, monitors, etc.
  • Work closely with Executive Assistants to support with events, client visits, etc.
  • Work closely with HR department with new hire first-day scheduling, office seating, and office-wide initiatives
  • Manage relationships with external vendors for office supplies, catering, etc.
  • Support the Executive team with scheduling when needed




Position Requirements:

  • Minimum 3-5 years’ experience in office management, operations, human resources, recruitment, or similar work capacity
  • You have a proven ability to identify, plan, and implement new processes
  • You are experienced in budgeting and forecasting, and negotiating with suppliers/vendors
  • You have proven success in thinking & working strategically with people at all management levels
  • You can be trusted with managing sensitive and confidential information
  • You are self-directing with the ability to work with little direct supervision
  • You thrive in a fast-paced environment and can manage your time and workload effectively
  • You are an excellent problem-solver
  • You can organize and plan complex projects by identifying critical tasks, required resources, and driving to completion
  • You clearly convey relevant information and ideas with confidence and in a manner that inspires the audience
  • You have strong verbal and written communication skills and seek to understand others through active listening


Preferred Education, Experience, and Skills:

  • High school education or equivalent
  • You are skilled in using computers or technology and proficient in Microsoft Office Suite Products (Word, Excel, PowerPoint, Outlook)
  • You know how to analyze and interpret general business processes as well as federal, state, and local rules and regulations
  • You demonstrate a calm and confident demeanor, even in times of challenging situations and you take the initiative to get things done
  • You are passionate about people operations
  • You are familiar with business and financial principles


WHO WE ARE:


Build the Business. Build the Brand.


At Havas Edge we influence people to act by combining multi-channel marketing and commerce, plus the creative and technology that powers them. Our work results in profitable growth and lasting relationships between customers and our clients’ brands.


We are an award-winning, international, performance marketing agency with a proven track record of helping clients succeed. We're an integrated agency that embraces every media channel; a creative powerhouse that loves data and analytics, and a passionate partner committed to giving clients more for less. With expertise across all digital, broadcast, and media domains, we help our clients build their businesses and brands - in that order.


Havas Edge is part of the Edge Performance Network (EPN), a full-service, global performance marketing network. The EPN offers clients expertise in all aspects of performance marketing, from analytics to strategy, creative and production, media planning, and buying across all channels, as well as the industry’s best attribution and modeling capabilities.


We are a full-service, direct response agency, headquartered in Carlsbad, CA with offices and affiliated offices in Boston, MA; Dallas, TX; London, UK; Los Angeles, CA; and Paris, FR.



Havas Edge is an equal opportunity employer. Applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, sexual orientation, gender identity, disability, or protected veteran status, or any other basis provided by federal, state, or local law.


We foster a culture where ideas and decisions from all people help us grow, innovate, and create the best work to be relevant in a rapidly changing world. We offer a competitive salary, comprehensive benefits package, 401(k) match, and more We pride ourselves on having a highly collaborative environment and seek individuals who thrive in a similar capacity. Ready to join?

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