Experienced Office Manager – Full Time Position

Gavin
Published
June 16, 2021
Location
HQ - York, Harrisburg, and Lancaster, Pennsylvania
Category
Job Type
Contact Name
Sarah Shearer
Contact Phone
7178488155

Description

Who We Are

Gavin™ is an award-winning boutique brand communications agency, providing robust public relations and marketing services serving clients regionally and nationally. We strive to create an exciting, challenging and rewarding work environment that allows you to feel fulfilled, creative, and part of something bigger. Our team is built on a “We Culture” philosophy – meaning we work as a team, we solve problems together, we nurture great talent and leadership skills, and we build the team we want to share success with for the long term. Your role in our business is essential to our success.

We are a team of 25+, serving clients in healthcare, education, government, consumer and business services.

Our office is headquartered in York, Pennsylvania with locations in Harrisburg and Lancaster Pennsylvania. This position requires the Office Manager to work onsite in our York office Monday-Friday during our standard hours of operation 8:15am – 5:15pm.

We encourage growth from within. We are committed to attracting and retaining diverse talent in every aspect to grow with our team. This position allows for upward mobility and advancement with proven ability and contributions to agency growth and success.

Your Role at Gavin

The Office Manager is responsible for overseeing and supporting the day-to-day operations of the agency and the office environment.  This role is responsible for ensuring that all administrative and operational support activities are carried out efficiently and effectively to ensure the agency functions smoothly.

This person must have excellent organizational skills, attention to detail, experience with training/educating teammates on procedures, and familiarization with (project management) management software to support efficient workflow. Should also have the ability to challenge the operational norm to achieve office management automation and efficiency in a fast-paced deadline-driven environment.

Gavin™ offers a competitive benefit package including paid time off, medical benefits, company-paid short-term disability and life insurance, access to a retirement plan with company match, the flexibility to work remotely and yes… even your birthday off!

EQUAL EMPLOYMENT OPPORTUNITY:

Gavin ™ is committed to creating a diverse environment and is proud to be an equal opportunity employer making all employment decisions without regard to race, color, citizenship status, national origin, ancestry, gender, sexual orientation, gender identity, age, religion, creed, physical or mental disability, marital status, veteran status, genetic information or any other characteristic protected by law. This policy applies to all terms and conditions of employment, including but not limited to hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, benefits, compensation, and training. We seek to comply with all applicable federal, state and local laws related to discrimination.

Gavin™ makes decisions concerning employment based strictly on business needs and an individual's qualifications and ability to perform the job under consideration, the comparative qualifications and abilities of other applicants or employees, and the individual's past performance within the organization.

Please submit resume, cover letter and salary requirements to jobs@gavinadv.com.

INCOMPLETE submissions/applications will not be considered. NO PHONE CALLS.

General Requirements & Skills

Essential Duties and Responsibilities:

  • Employee/Departmental Relations
    • Lead team onboarding scheduling and team introductions
    • Coordinate all team trainings, including project management software training, staff lunch and learns, etc. to foster team skill development
    • Coordinate vendor relationships and monitor proper paperwork filing
    • Develop/facilitate Team Culture activities for onsite and remote staff
    • Ensure/promote team engagement
    • Manage weekly and monthly all-staff meetings, ensuring coordination of agendas and scheduling for team gatherings
    • Team annual anniversary event planning
  • Operational Support
    • Agency-expert on Gavin’s internal project-management software; exceptional understanding of the software’s operational functionality and efficient utilization across cross-functional teams
    • New-employee onboarding and follow-up training on the agency’s operational policies and procedures and internal project management software
    • Oversee and maintain all of the agency’s electronic file structure(s); train staff on best practices accordingly
    • Assist with general recruitment activities to include coordination of job postings and interview scheduling
    • Administration of Office 365 operational calendars, user set-ups, email distribution lists and security
    • Manage agency’s business certifications and subsequent renewals
    • Oversee and perform basic IT services, training, troubleshooting and new employee set-up. Function as liaison between internal team and outsourced IT service provider as needed
    • Support the agency’s Controller by maintaining and updating Controller’s calendar
    • Assist with proposal development needed
  • General Office Functions
    • Ensure the office experience for guests meets Gavin brand experience
    • Organize and supervise general office supply needs and inventory
    • Place orders for general office supply needs while staying within budgetary constraints
    • Function as a liaison with partners/vendors/suppliers while developing and maintain positive relationships
    • Oversee and coordinate building management and maintenance needs to ensure indoors and outdoors are always neat and tidy
    • Ensure the office (including remote teams) has adequate and suitable resources to operate efficiently (people, material, equipment)
    • Manage agency-branded inventory (employee gifts, client gifts, etc.)

Minimum Qualifications:

  • Degree in Business Management or related field preferred
  • Proven experience as a business/office manager in a professional office environment
  • Experience training or educating teammates on standard operating procedures
  • Experience working within software project management systems
  • Proficient use of MAC computers, as our office is MAC-based
    • If not, training is provided
  • Proficient in MS Office (including Outlook, Word, Excel and Power Point); demonstrated ability to learn new software platforms quickly
  • Strong communication and interpersonal skills
  • Unparalleled flexibility
  • Strong organizational skills; proven ability to follow through on task completion
  • Proven ability and commitment to work with sensitive information with utmost confidentiality
  • Positive team attitude

Related Jobs

Bakery Manager   1149 Harrisburg Pike, Pennsylvania new
March 24, 2024
Vice President of Grants and Community Engagement   14 West Market Street, Pennsylvania
March 18, 2024
Part-time Coordinator of Embracing Aging and TroveStreet   14 West Market Street, Pennsylvania
March 18, 2024
Senior Project Leader   Wrightsville, PA
March 13, 2024
Nursing Assistant (CNA)   1050 Pennsylvania Avenue, York PA, PA
March 6, 2024