Office Manager

Updated August 25, 2011

Summary:
Is this you? You are an experienced office manager who has worked in the creative industry and you have an enthusiasm for creating a great place to work. You geek out on maintaining an organized, efficient, and fun work environment. You are interested in working with a progressive company by providing admin & HR support to enhance the employee experience. The HR side of things interests you, and you understand that HR is more than staffing, training, compensation & benefits administration, etc. — it’s about the employee experience. It’s about creating a culture and environment of collaboration and innovation, a place where employees can reach their greatest potentials.

XPLANE is seeking an organized, efficient, quick learner who wants to support the office management and staffing functions for a group of highly talented individuals. This isn’t just another boring office job. At XPLANE, we’re focused on the employee experience. We strive to create a great workplace by emphasizing trust, collaboration, and high performance.
Sound like a job for you? Read on to find out more.

This is a full-time, mid-level office management position reporting to the Employee Experience Manager. Must have the office management skills necessary to prioritize multiple urgent, conflicting needs and to help build XPLANE’s operations infrastructure. Previous HR support in areas of recruiting, staffing, and benefits administration is a plus. In return, XPLANE can offer you a chance to work in a creative environment where the employee experience is valued and every effort is geared toward revealing boundless opportunities for success.

Office Management Duties:

• Oversee the day-to-day execution of administrative tasks, including reception duties, office supply maintenance, and distribution of mail and packages.
• Manage facilities needs with vendors, including facilities maintenance, office machine upkeep, and technology support.
• Serve as main point of contact for all technical equipment needs (hardware/software)
• Coordinate company-wide meetings, travel arrangements, and catering needs.
• Manage employee experience updates on company intranet.
• Track budgets for office management and employee experience related expenses.
• Organize and beautify office space.
• Assist in other operational and administrative areas as needed.
• Help make XPLANE a great place to work.

Employee Experience Duties:

• Partner with the Employee Experience Manager to support staffing. Post job openings, screen résumés, set up interviews, conduct initial phone screens and reference checks.
• Manage the new employee on-boarding process. Set up new employees with all they need to get up and running on their first day — paperwork, equipment, benefits enrollment, new hire orientation, etc.
• Manage the administration and data input of employee benefits plans, including all insurances, flexible spending plans, wellness benefits, time off programs, and other perks. Oversee all changes to payroll.
• Coordinate corporate internal communication program that includes writing and posting studio meeting minutes, coordinating and posting weekly write-ups, and organizing presentations for company-wide All Hands meetings.
• Support the coordination of employee recognition efforts such as anniversary gifts, special events, and team building activities. Oversee employee team-building committee. Coordinate all employee events such as holiday parties, etc.
• Maintain employment records, including unemployment and workers’ comp claims. Archiving performance records. Tracking changes to payroll & benefits, etc.
• Work closely with managers and executives in coordinating employee experience programs and policies.

Requirements & Responsibilities:

• 5+ years practical experience in an office manager role in a fast-paced, creative workplace
• Bachelor’s degree preferred
• Strong organization & time management skills – attention to detail, able to prioritize & multitask
• Proven track record of strong leadership and resource management abilities.
• Strong problem solving skills — able to make decisions without much direction.
• Tech savvy. Knowledge of MS Office Professional is required, experience in ADP, OpenAir, NetSuite, Adobe Creative Suite is a plus.
• Passionate about teamwork, communication and an optimistic outlook
• Responsive, customer service approach to employee needs
• Common sense and sensitivity with regards to mediation and counsel, keeping confidentiality
• Team player. Comfortable with being hands on when keeping studio space clean & tidy.
• Outstanding references.

Job Competencies:

Organization & Planning: Establishes a course of action for self or others to accomplish a specific goal. Takes a methodical approach to planning and guiding project processes and resources from start to finish.

Communication Skills: Takes the initiative to communicate accurate, up-to-date plans and information to direct reports, peers, and management. Expresses thoughts clearly, both verbally and in writing. Listens and understands the views of others. Expresses oneself in a clear, concise manner during individual or group situations.

Flexibility & Responsiveness: Recognizes and responds to unanticipated events and requirements. Willing to do what is necessary to get the desired results. Reacts quickly in responding to needs of projects, team, clients.

Motivation/Initiative: Self-management, takes responsibility for personal job performance. Has demonstrated record of being a self-starter and self-motivated. Actively seeks opportunities to make a contribution rather than passively accepting situations. Takes action to achieve goals beyond what is necessarily called for; originates action. Maintains a high level of interest and enthusiasm for job responsibilities.

Interpersonal Skills: Establishes productive, cooperative, trusting relationships with direct reports, peers and management. Understands and responds to others’ needs and priorities. Resolves conflict in positive ways.

Think you’re a fit? Apply now at http://xplane.catchthebest.com/apply/e581/7dae
Please provide salary expectations along with your résumé and cover letter.