Career / Director of First Impressions/Office Manager
Description —
Born to be a BFF, the Two by Four Director of First Impressions/Office Manager lives life with a smile ever in front of them. First and foremost, this person is the face of the agency—hence the title. Every person who walks through our door or dials our digits will ultimately be greeted by the DoFI, so a contagious personality and effervescent spirit is certainly a must. Strong organizational skills and an almost manic need for things to be ordered, counted, and tracked is also a must, as this person is responsible for all agency storage spaces, kitchen areas, common areas, office maintenance coordination, and office supply management. As a professional people pleaser, the DoFI will be able to willingly and happily execute requests. The DOFI may be required to do all manner of things from professional tasks like booking travel, keeping track of schedules, setting appointments and arranging meetings.Responsibilities
- Manage reception area, all incoming calls, and reception calendar
- Meet and greet all visitors
- Monitor kitchen areas; ensure that it is clean and well-stocked at all times
- Manage the grocery budgets and ordering
- Sort and distribute all mail and packages
- Arrange for messenger service
- Manage all aspects of mailing and shipping
- Ensure PTO logs are updated daily and are accurate
- Confirm employees have properly entered their time
- Maintain inventory and ordering of office supplies, including the printers
- Handle catering requests for staff and client meetings
- Assist finance department where needed
- Maintain logins and contacts
- Maintain office of the building requests
- Manage monthly maintenance reviews of the office building
- Maintain excellent relationships with vendors and building management
- Manage IT partner relationship, reviewing monthly invoices and help desk requests
- New employee onboarding and laptop setup
- Host and manage office events
- Special projects as request by the members of the Executive Management team
Qualifications
- Administration professional with at least 1 year experience
- Experience working in a creative industry and/or advertising agency preferred
- Enthusiasm for the Two by Four brand
- Pleasant, enthusiastic and can-do personality
- Excellent interpersonal and communication skills
- Superb grammar and writing skills
- Must be extremely dependable and able to multi-task and wear multiple hats
- A focus on attention to detail and highly organized
- Proficient on a Mac
Accountability
- Reports to Human Resource Manager
- THIS IS A PREDOMINATELY A “WORK FROM THE OFFICE” JOB. While we currently offer “Work from Home Wednesdays”, this job requires that you work in our Chicago office Mondays, Tuesdays, Thursdays, and Fridays.