Office Manager / Full-Time / Onsite

Company Description

This position will work on the New York campus that houses multiple ventures and sectors, from a marketing & media group to a production studio.

The largest is the marketing and media group which includes UNITED COLLECTIVE, a privately owned creative communications group dedicated to providing clients with strategic marketing solutions uniquely attuned to today’s rapidly shifting culture. The group includes creative agency GALLEGOS United, digital agency CANVAS United, and public relations firm ROX United. UNITED COLLECTIVE has two office locations, one in New York and the other in Huntington Beach with about 70 employees.

Also, within the campus is a content and production studio, Oak Leaf Productions. Oak Leaf provides content development, end to end production, publishing and will soon be building a state of the art production studios in both the HB and NYC locations.

Job Description

When you join the team, you will work with innovative leaders, and you’ll be a part of shaping the future of the campus in the years to come. This position will report directly to the Chief Operating Officer and with a dotted reporting line to the Executive Leadership (President of Canvas) in NY.

For the operations manager role at this organization, it is important to have a can-do attitude, to take pride in the office, and to hone strong communication skills. Yes, the job description of the operations manager is about making the office run smoothly so that everyone can deliver amazing work and results. But it’s also about creating a positive, collaborative, and fun experience that keeps them walking into the office with their best faces forward.

Ultimately, the role of operations manager means being a cultural leader within the company and contributing significantly to the campus experience – whether this be greeting clients in the halls, saying “good morning” to employees in the morning, giving new hires our “grand campus tour,” or planning our next happy hour or offsite event.

For this position the skills you need to be a successful campus operations manager are the abilities to connect with others, adapt to change, and be patient:

The ability to connect – the campus is comprised of individuals with all different experience levels, backgrounds, ages, you name it. As an operations manager, it is important to be able to connect with others on both a professional level (i.e. working on a project together) and personal level (i.e. remembering what a colleague had planned for the weekend and asking how it was). Your job is to make them energized and excited to come to work each day by providing a space that fuels both fun / energy and efficiency!

The ability to adapt – changes happen often and usually when least expected. These changes can be small (it’s 9:00 and there’s a leak in the kitchen and at 10:00 a large meeting in that space) to much larger-scale (planning a bicoastal company-wide meeting in less than a week). Campus life – means predicting needs before they arise.

The ability to be patient – this is probably the toughest transition for many. You’re asked a lot of questions as an operations manager that you may not be used to: “Where do I get a new building pass?” “Why isn’t the air working in my office?” “Can we open the bar?” You may also have to get used to tasks that you aren’t used to at work, like ordering and setting up food for the whole company, calling handymen, re-arranging furniture, making sure the space is tidy, etc. Patience with others and in various situations is a key skill for our office manager.

Ultimately it comes down to you wearing many hats, granting you visibility into many different companies within the campus. And you, more often than not, being the person employees come to for questions, requests and just to chat.

Qualifications

Some Essential Job Duties & Responsibilities

• Oversee all aspects of general campus coordination; including coordination with other campus’
• Facilitate campus communications to all companies and employees; understanding and modifying for the nuances for each company
• Coordinate office services, such as ordering & stocking supplies & snacks, sourcing new vendors and obtaining quotes for necessary services
• Maintain campus calendar to facilitate events, vendors, and key meetings
• Manage building card access
• Manage building service needs; including but not limited to repairs & maintenance, correspondences, etc. This will periodically need early or late arrival at the office to be the onsite rep
• Arrange specialized logistics for guest / client:  restaurant recommendations / reservations, welcome gifts, etc.
• Organize and maintain an electronic filing syst