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Office Manager

2 months ago

Chicago, United States Plan B® Full time

Office Manager / HR Specialist (AD AGENCY)


Plan B is on the hunt for a highly organized, overly communicative “go-getter” type to become the indispensable hub of our multi-spoked operation. As the agency’s INTERNAL SYSTEMS & CULTURE COORDINATOR you’ll be responsible for coordinating the efforts of our company’s many vital functions and departments, from Office Management and HR to Finance, Technology, Account Service and Creative.

 

Your impact will be felt agency-wide as you collaborate with department heads, agency leadership and outside partners to streamline efficiency and enable all staff to do their best work.

 

This INTERNAL SYSTEMS & CULTURE COORDINATOR role is primarily an on-site position. Regularly attending work on-site (5 days a week), at our Chicago River North location, is essential for the success of the company, our clients and entire Plan B team.

 

The ideal candidate will be a proactive and detail-oriented “doer” who’s obsessed with staying on top (and ahead) of things. Someone who’s more than comfortable using the digital project management tools, from Google Suite to basic accounting and project management software. You’ll be in charge of managing critical agency communications so you’ll need some understanding of what it takes to project manage the various needs for the agency.

 

Plan B’s recently renovated loft space is a highly collaborative work environment in the heart of Chicago’s bustling River North entertainment district. Surrounded by dining, shopping, and easy transit…you’ll enjoy urban working at its finest. Collaborate with colleagues at an outdoor lunch cafe or brainstorm ways to keep the team energized over an afternoon latte. Fuel your passion for being the ‘point-person’ and become the centerpiece of our ‘exceptional’ agency culture –– one that rewards hustle, guts, and instinct. 

  

The Internal Project Manager at Plan B…

                                                    

• Oversees the timely execution of a wide variety of recurring agency functions, as well as one-time initiatives, across all agency departments.

 

• Develops and implements processes for efficient agency operations across departments.

 

• Promotes active and regular cross-communication between all departments

 

The following breakdown by department, details some of the many, varied activities/projects that will benefit from your support:

 

 Office Management Projects

 

  • Ensuring a safe, productive workplace, compliant with all state and local regulations and any/all legal requirements
  • Oversight of all office-related vendors and services, including but not limited to: utilities, cleaning, repairs, insurance, etc.
  • Regular communication/reminders of agency information and policy
  • Management of workplace-related spending (with an eye on identifying cost-efficiencies)
  • Management of agency culture initiatives, events, and activities
  • Lease management and negotiation

 

Technology Department Projects

 

  • Regular auditing/management of agency technology systems, platforms, and equipment to ensure efficient operation, working with selected vendors to optimize performance and reduce expenses
  • Management of technology maintenance/purchases/upgrades
  • Management of agency’s RAID/Server/Network/VPN, and related vendors
  • Management of agency’s phone equipment and systems/VoIP, and related vendors

 

Finance Department Projects

 

  • Management of agency licenses and subscriptions, calendarizing renewals and check-ins with managers to understand which ones we need (and do not)
  • Scrutiny of recurring monthly business expenses to ensure they are legitimate and that we are not (over)paying for services we don’t use
  • Coordination of the agency’s 401K program 
  • Support of third-party CFO with banking relationships and transactional activities
  • Coordination of timely, monthly billing by agency’s third-party CFO
  • Support the timely reporting of agency AGI by account team

 

HR Department Projects

 

  • Management/communication of agency’s health benefits (annual evaluation of options)
  • Management/execution of an efficient, consistent employee onboarding program
  • Management and calendarization of employee performance review program
  • Management of agency’s PTO calendar
  • Management of online recruiting platforms and partners
  • Management of recruitment documentation, including help wanted ads, job descriptions, duties and responsibilities, and review materials by position/title
  • Coordination of agency recruitment efforts in support of talent acquisition
  • Management of Employee “offboarding” efforts, including exit interviews, equipment return, legal consultation, severance details, and presentation of termination documents

 

Account Services Department Projects

 

  • Regular coordination and distribution of client satisfaction surveys
  • Manage routine schedule of agency Lunch & Learn events, coordinating the group’s participation and all related day-of and follow-up activities 
  • Identify and recommend webinars/seminars to appropriate teams/individuals
  • Support timely reporting of hours in Workamajig project/time management system

 

Creative Department Projects

 

  • Promote efficiency of Traffic Board Management, ensuring information is current and consistent, updating dates weekly, tracking PTO, deleting old jobs, accounting for new
  • Support timely reporting of hours in Workamajig project/time management system

 

If these responsibilities are in your wheelhouse and you’re eager to excel in a fun, fast-paced environment with an exceptional team of A-players, send a short cover letter and resume to officemanager@thisisplanb.com

 

Employment Type

Full-time

Local to Chicago