Office Manager

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Job Location

Hybrid

Type of Job

Full Time

Published Date

About the job

ReelPaws, an award-winning digital marketing agency with pet expertise and in-house commercial photography & video production capabilities, is seeking a Full Time Office Manager to join our team.

This Office Manager position is primarily responsible for overseeing the day-to-day operations at the ReelPaws office and supporting the business needs of leadership. The Office Manager provides a positive welcoming presence for employees and guests each day. Duties include general reception coverage, purchasing supplies, maintaining organized and tidy office common areas including conference room, kitchen, and lounge, and ordering/coordinating food service, data entry, drafting letters, managing budgets, editing/proofing documents, and planning fun office activities. In addition, the office manager assists with booking travel, reconciling payroll, expense reports, employee benefits, coordinates hiring and training of new employees, and mentoring and supervising interns and junior colleagures. Physical presence in the office typically required Monday-Thursdays, with Fridays working from home. Due to the nature of our work, occasional schedule variations are expected to arise and additional days are able to work from home.

A successful hire learns over time how to anticipate business needs and suggest solutions. This role functions as an essential team member in keeping the company moving ahead by seamlessly connecting the dots behind the scenes with grace under pressure and always with a smile! Experience in a managerial administrative role is very important, as is a proven ability to manage multiple projects at a time while paying strict attention to detail. Starting salary is based on level of experience, and upon hire will be reevaluated approximately every six months.

Responsibilities

- Set the tone of our company with a friendly and favorable first impression at front desk

- Warmly greets office visitors, signs for packages, and answers questions from clients, visitors, and staff

- Upbeat and customer service-oriented phone coverage (first to answer all incoming calls)

- Upon request, assist CEO and leadership with personal assistance duties

- Coordinating hiring and job fulfillment, including initial interviewing, training and on-boarding new hires, and organizing employment paperwork

- Manages office interns, including coordinating training, mentorship opportunities, and letters of reference

- Maintains employee vacation schedules and sick time, reviews time sheets for accuracy and completeness before processing, reviews expense reports and employee reimbursements

- Reviews payroll for accuracy and completeness of timesheets and cross references with approved PTO or sick time

- Organize assorted office and storage areas

- Purchase food, office supplies, and decor for office and re-stock snacks and drinks daily as needed

- Professional demeanor and ability to mentor staff

- Ensure kitchen and shared office space is maintained, scheduling professional cleaners or maintenance as needed, replacing lightbulbs, etc.

- Schedules professional office cleaners and conducts daily ‘tidy up’ and quick clean of office common areas, including washing any dishes left by guests, visitors, staff in kitchen

- Maintain key holder privileges and assist with office or studio preventive maintenance, including coordinating/scheduling repairs as needed

- Care for office equipment, able to resolve technology needs, or suggest solutions

- Coordinate with studio manager pre and post any filming project to ensure office area returns to comfortable workspace for employees

- Prepare and mail all US/UPS/FedEx packages, open all receivables and check for completeness and accuracy

- Ordering lunches/meals as needed for team and ensure kitchen stocked with complimentary snacks & beverages for staff and visitors

- Coordinates office parties, monthly morale building activity, birthdays, work anniversaries or other personal and professional milestones, and annual holiday celebration, and maintains budget for each

- Assist with special projects to support team leadership, including awards applications, preparing schedules, organizing travel needs, etc.

- Researching clients and leads in the industry, including background data collection by visiting online websites and social media portals and recording information

- Perform other duties as needed

Requirements

  • Minimum of 2 years of prior managerial administrative / office experience

  • Experienced in working independently

  • Must be proficient in Microsoft Office, Word, Excel

  • Strong verbal and written communication skills with a high level of attention to detail

  • Friendly, respectful, and professional demeanor

  • Able to handle confidential information with discretion

About ReelPaws

ReelPaws is an award-winning digital agency that brings together top-notch marketing minds, serious commercial photography and video production capabilities, and pet expertise, all under one roof. Our team creates work for trusted brands around the world. We deliver creative and digital marketing solutions for clients and their trusted partners.

Employees at ReelPaws are a diverse group of creatives, coming from all sorts of backgrounds. Our small (but mighty!) team is composed of less than 15 employees that specialize in producing photography, video, and digital work for brands that utilize animals in marketing and advertising content. Our clients are located across the country and internationally. Some companies are emerging brands, but many household names also seek our work. We have a significant number of loyal non-pet clients too. The work we create is rather diverse and varied and the clients are overall pretty great!

ReelPaws is an award-winning digital agency that brings together top-notch marketing minds, serious commercial photography and video production capabilities, and pet expertise, all under one roof. Our team creates work for trusted brands around the world. We deliver creative and digital marketing solutions for clients and their trusted partners.

Employees at ReelPaws are a diverse group of creatives, coming from all sorts of backgrounds. Our small (but mighty!) team is composed of less than 15 employees that specialize in producing photography, video, and digital work for brands that utilize animals in marketing and advertising content. Our clients are located across the country and internationally. Some companies are emerging brands, but many household names also seek our work. We have a significant number of loyal non-pet clients too. The work we create is rather diverse and varied and the clients are overall pretty great!

Our office/studio is located in the Ravenswood / Lincoln Square area, in an old brick factory building that has a modern industrial vibe with polished concrete flooring and high ceilings. We maintain a laid-back work environment with a business casual dress code, and an office dog. We work hard to create great work, but have a sense of humor and laugh daily. Come join us! Work alongside talented professionals and contribute to challenging, exciting, and rewarding projects.

Ideal Candidate

  • Bachelor's  or master's degree in business administration or similar coursework in  human resources, accounting, finance, marketing, management, and  business law.

  • Previous experience as an office manager,  administrator, human resources supervisor, executive assistant, or  similar role at marketing or PR agency, video production house, photo  studio, or similar, preferred.

  • You bring positive energy and a sense of enthusiasm, while maintaining attention to detail in the workplace.

  • Organized and able to keep track of current projects and deadlines independently.

  • A desire to exceed expectations and deliver work on time!

  • Be an accomplished problem-solver, looking for ways to improve efficiency.

  • Comfortable working with and around dogs and cats.

To Apply

(1) Cover letter detailing experience and interest in this position

(2) Resume

Send materials to careers@reelpaws.com

Address

4809 N Ravenswood Ave, Chicago, IL 60640

Compensation & Benefits

$50,000 - $70,000 per year


Benefits: Health insurance with Dental & Vision plan, Health Savings Account (HSA), Life insurance, Paid time off (PTO), Sick time, Bonus pay

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