Office Manager / Creative Admin

Job Title: Office Manager / Creative Admin
Location: New York, NY

Type: Contract (1 year)
Compensation: $40 - $50 hourly
Contractor Work Model: Hybrid, 3-4 days/week in the Soho office
Hours: 25-30 hours/week (5-6 hours/day) typical start between 9:00-10:00am, flexible


Overview:
Seeking a dedicated Office Manager/Agency Administrative Assistant to support the internal creative agency and the NYC Office. This hybrid role is crucial for maintaining a productive, inclusive, and organized office environment while ensuring the smooth operation of administrative processes. We are looking for someone with a proactive attitude, excellent organizational skills, and the ability to manage multiple tasks effectively.

Responsibilities:

• Create an Exceptional Work Environment: Ensure the office is a safe, productive, and welcoming space that fosters creativity and collaboration.
• Physical Space Oversight: Liaise with building superintendents and management regarding repairs, maintenance, and facilities operations. Manage office cleanliness and safety. Troubleshoot WIFI and other technical office issues as they arise.
• Office Supply/Product Management: Order, replenish, and oversee the budget for office, shipping, product fulfillment, and kitchen supplies on a regular schedule. Recurring product ordering and restocking of products.
• Event Planning: Plan and execute team events as required.
• Onboarding and Offboarding: Lead new employee onboarding, including office tours, shipping welcome swag, and facilitating office integration.
• Shipping Coordination: Serve as the main point of contact for in-office shipping needs, including influencer send outs, marketing samples, and care packages.
• Office Design and Updates: Assist with office design updates and IT infrastructure improvements, including software installations, equipment setup, and furniture maintenance when necessary.
• Administrative Support: Serve as the primary point of contact for office communications and coordinate meetings and conferences.
• Financial Support: Assist with basic financial transactions for office operations, including budget tracking and processing invoices for creative and operations teams.
• Policy Implementation: Create and update office policies as needed to improve efficiency and compliance.
• Onboarding: Support setup for new FTE and freelance team members within the creative agency, creative & marketing ops, and production.
• Project Support: Collaborate on research, data gathering, and report preparation for projects.
• Tools Management Support: Support management of internal creative agency tools & contracts.
• Process Improvement: Identify inefficiencies and implement solutions to streamline workflows and procedures.

Requirements:

• 5+ years of experience in office management or administrative support roles
• Strong organizational and time management skills
• Excellent communication and interpersonal skills
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
• Ability to work independently and as part of a team
• Strong attention to detail and problem-solving skills
• Experience coordinating and managing events is a plus
• Ability to learn names, faces, and processes quickly
• Physical ability to lift/move packages up to 50 pounds and navigate office space as needed

System One, and its subsidiaries including Joulé, ALTA IT Services, and Mountain Ltd., are leaders in delivering outsourced services and workforce solutions across North America. We help clients get work done more efficiently and economically, without compromising quality. System One not only serves as a valued partner for our clients, but we offer eligible employees health and welfare benefits coverage options including medical, dental, vision, spending accounts, life insurance, voluntary plans, as well as participation in a 401(k) plan.

System One is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex (including pregnancy, childbirth, or related medical conditions), sexual orientation, gender identity, age, national origin, disability, family care or medical leave status, genetic information, veteran status, marital status, or any other characteristic protected by applicable federal, state, or local law.

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