Administrative Assistant/Office Manager

Overview

HARVEY AGENCY is looking for a top notch, intuitive, kind, intelligent office manager with strong AP/AR skills to join our team.

To thrive in this role, you’ll need to love variety, work independently, communicate well and be organized. A positive spirit and a “can do” attitude is essential.

We are looking for a motivated individual with a proven track record in Office Administration. You must have a proven ability to work under pressure and prioritize. The right candidate will play an integral part in the future of our company.

Reports to the CFO.

Responsibilities:

Duties will include a variety of administrative, clerical and financial tasks including but not limited to:

  • Account Receivables
  • Account Payables
  • W9 and Confidentiality form processing

Assist with HR functions including:

  • New Hire Setup
  • PTO tracking
  • Benefits Enrollment
  • Training and on-boarding new employees in key systems at Agency
  • Ensure job descriptions for all positions are accurate and up to date.

Additional tasks include:

  • Communicates regularly with president/management team to ensure that office needs are met, and regarding revision of planned expenditures.
  • Provides professional support to the President and other managers as requested.
  • Coordinates arrangements for breakfast/lunch meetings with clients as requested.
  • Organizes/manages company functions i.e. Company meetings, luncheons, parties, etc.
  • Arranges all travel requirements needed for business related functions i.e. conference tickets, industry events, hotel, plane tickets, train tickets, etc.
  • Generates (Types/word processes) proposals, correspondence or any other documents as requested (except media, contracts, invoices, purchase orders), using MS Office. Strong computer skills required.
  • Maintains current computer-based skills related to daily job functions; notifies director of operations/ office manager of computer hardware/software and training requirements.
  • Approves administrative purchases (other than major equipment purchases or capital expenditures), working with the CFO to stay within budget plans.
  • Establishes and oversees agency records maintenance procedures to ensure all business operations information is correct and readily available.
  • Negotiates service maintenance agreements with selected providers to achieve the best service at the best price in conjunction with the CFO.
  • Authorizes service calls for repair and maintenance of office equipment, including computers, copiers, fax machines, printers, postage metering equipment, etc.
  • Answers all phone calls in a friendly but professional manner and forwards all calls to the appropriate staff members promptly and smoothly.
  • Receives all company mail and forwards to appropriate agency personnel. Receives and signs for all deliveries/courier shipments, notifies appropriate personnel when packages/deliveries arrive.
  • Arranges all courier pickups. Prepares courier/shipping labels per instructions provided by staff members. Prepares outgoing mail and correspondence on request, including processing letters, labels and envelopes.
  • Maintains reception area to ensure a professional and welcoming appearance. Includes keeping magazines up-to-date and keeping a supply of company brochure/literature on display.
  • Greets all visitors to agency promptly and in a welcoming manner, and acts as hostess until appropriate personnel are notified of visitor’s arrival (including offering/preparing beverages for visitor). Notifies appropriate agency personnel of arrival of any such visitors.
  • Ensures maintenance of clean, healthy office environment for all personnel, and maintains an attractive office appearance for visitors and clients. Authorizes engagement of an office cleaning/maintenance service and regularly reviews delivery and quality of this service.

Now, about you...

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