Office Administrator
2 weeks ago
**Position Overview**:
The Office Administrator will manage the operations and administrative duties in the New York office and support the New York-based Sparks team of 30-40 people to be able to perform their roles effectively, reporting to the Office Lead - SVP, Events & Experiences.
**Responsibilities**:
- Facilitate internal office communications across all departments (Events, Strategy, Account Management, Creative, HR, Finance, IT)- Responsible for day-to-day office facilities operations (such as building access, coordinating with the building Superintendent and other vendors on repairs, etc.)- Coordinate all logistics of Sparks New York office events for employees, vendors, clients and prospects- Meet and greet all visitors and manage access to the building (delivery services, vendors/clients and other guests)- Responsible for keeping office tidy, including entry, kitchen and storage areas- Responsible for managing office vendors (janitorial, general contractor, plants specialist, furniture, food and beverage service, install and/or maintenance labor)- Manage supplies inventory, including stationery and food/drinks for kitchen- Track office expenses- Coordinate with building management on all office operations and logistics- Coordinate with HR on new hire onboarding, orientation, and equipment needs, as well as office administrative processes- Coordinate with IT on all office technology in meeting rooms and work stations- Coordinate and assist with logistics of in-office client and internal team meetings- Manage the incoming and outgoing mail- Project manage any renovations or installations in the office, managing all vendors and the budget in coordination with SVP Events & Experiences- Coordinate regular meetings and status updates with SVP Events & Experiences/Office Lead to ensure all needs are being met- Proactively ensure all New York-based team members have the support and resources needed to successfully perform their jobs- Lead the office as a Code 10 ambassador and liaison for all company-wide employee events and functions, including holiday parties, happy hours, in-office activities, etc.- Opportunity to get exposure to Sparks’ experiential marketing business, supporting onsite at local NYC client events.
**Qualifications**:
- 1-2 years’ experience in administration or similar capacity preferred, but not required- Experience in multitasking and prioritizing of assignments under high pressure in a fast-paced environment- Proficiency with Apple and PC: specifically Google G Suite platform (Sheets, Docs, Slides, Gmail) and Microsoft Office Suites- Familiarity with ADP and expense reporting- Must possess strong interpersonal skills- Ability to communicate clearly, both written and orally, as to communicate effectively with employees, HR management, and leadership- Capable of handling various responsibilities and multiple projects simultaneously while operating independently- Strong teamwork ethic- Must be able to prioritize and plan work activities to use time efficiently- Must be organized, accurate, thorough, and able to monitor work for quality- The Sparks New York location is a dog-friendly environment
**Preferred Skills**:
- Proficient in Google Drive and Microsoft Office- Strong attention to detail, a positive attitude, and a team player- Ability to operate within a fast-paced environment- Excellent written, verbal and interpersonal communication skills to communicate effectively with employees, HR management, and leadership
**Company Overview**:
Sparks is a live + digital brand experience agency. We specialize in creating connection--real human connection--onsite, online or anywhere. Through a mix of sound strategy, breakthrough creative and flawless execution, we create memorable trade show exhibits, live and virtual events, brand activations, retail stores, corporate environments and other immersive experiences that deepen relationships, inspire action, and build trust-and we do it all over the world.
We operate an open and inclusive culture where all recognize, respect, appreciate and encourage individuality regardless of race, gender, age, religion, culture, ideology, economic status, disability or sexual orientation. We believe that everyone at all levels of our organization is accountable for building this culture and we are challenging ourselves daily to seek and build diversity and equality in any way that we can-and we welcome your ideas to do so.
**Think you’ve got what it takes to hang with us?**
We’ve built our reputation on creating awesome experiences for our clients, but equally important is the experience we create for our people. Yes, we work hard. But we also make it a point to have fun. And we find our people work that much harder when work doesn’t feel so much like, well, work. If you share our mindset, we should chat.
We’ve always got our eyes peeled for smart, hungry people who think that what we do isn’t so much a job as it is a way of life.
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