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Office Services Manager

Office Services Managers (OSMs) will manage of a team of support staff and will help to make sure that our offices are complying with Visas, e-verify, I9 and other compliance related issues. They will also assist in hiring and training new support staff, create and implement effective and efficient processes and procedures for supporting the field, develop and motivate the support team.

 

OFFICE SERVICES MANAGER RESPONSIBILITIES

Management

  • Supervise all regional administrative support staff. This will include hiring, coaching, holding team and/or one-on-one meetings as needed, performance appraisals, etc.
  • Timecard approver for hourly employees.
  • Serve as the liaison between the producers and support staff.
  • Serve as the liaison between back office and support staff.

HR Administrative Support

  • Supervise (and enter when needed) candidate background checks, I9s, and eVerify information.
  • Ensure I9, eVerify, Visa acceptance and background check processes are completed accurately and on a timely basis by all PMs and receptionists. Learn enough to be able to troubleshoot and be the ‘go-to’ authority in these areas with support from the responsible corporate team members.
  • Periodically audit candidate paperwork, I9s, eVerify processes/cases and Visa acceptance to ensure compliance.

General Administrative Support

  • Manage Staples account – inventory and order necessary office supplies.
  • Handle ordering and service (where applicable) for all office supplies, groceries and other.
  • Complete monthly credit card reconciliation for corporate card used by the Region.
  • Oversee and work with administrative support team to ensure general housekeeping for all common office areas is maintained.
  • Handle office FedEx and other shipping accounts including shipping and ordering supplies.
  • Make sure marketing materials are available at all times.
  • Send weekly starts to corporate.
  • Supervise/Handle incoming/outgoing mail, UPS, FedEx.
  • Be the backup front office coordinator when needed.
  • Submit IT tickets for visitors or other issues as needed.

Facilities

  • Act as building liaison for issues regarding maintenance, repairs, security, special projects in all the regional offices. Communicate building maintenance issues to facilities team.
  • Interface with Facilities department regarding internal maintenance issues such as appliance repair/replacement, painting, etc.
  • Assist facilities department and in planning, organizing, and facilitating any office moves or openings.

Events & Travel

  • Facilitate all in-office events such as catered breakfast, lunch, special occasions for home office.
  • Act as point of contact for all in-office meetings/events such as portfolio review, client meetings, vendor (Monster, CareerBuilder etc.) meetings and demonstrations for home office.
  • Make all necessary Creative Circle travel arrangements for Regional VP/Director and others visiting the home office (e.g. car pick up).
  • Manage RSVPs and event registration for Region
  • Continue working with MKTG department on speaking panel and other publicity opportunities for region.

 

Creative Circle is an Equal Employment Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, age, sexual orientation, gender identity, national origin, disability, protected veteran status, or any other characteristic protected by law. Creative Circle will consider qualified applicants with criminal histories in a manner consistent with the requirements of applicable law. If you need a reasonable accommodation in the application process, please contact your Recruiter (the person you'll be interviewing with) or a member of our Human Resources team to make arrangements.

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