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Office Manager - San Francisco, CA more...
Location:San Francisco, CA
Company:The Freeman Company
First posted:July 28, 2017
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We're a global company of thinkers, designers, and doers. Freeman partners with our clients to build a connection with their customers by creating brand experiences that are seamless, innovative, and immersive. From strategy, creative, and digital to logistics and event technology, our teams place the client at the center, helping them connect to people in meaningful and personal ways. What makes us unique is our collaborative culture, intuitive knowledge, global perspective, and personalized approach developed from our 90-year legacy as an industry leader. Freeman connects people to a universe of opportunities that create a spark, build understanding, and inspire action.

SUMMARY

 

Do you enjoy being the 'go to' person who can help to guide others and be relied upon for any needs? In this critical role as Office Manager for our FreemanXP team, you will be managing all administrative and operations functions across multiple teams. This scope of responsibility includes human resources, office management, security, risk management, reception coverage, time entry, travel, purchasing and other responsiiblities as needed.  You will serve as as the lead contact within the office to assist and partner with key stakeholders on employee-related questions or concerns. You will also impact this role through:

 

Human Resources Administration

  • Oversees human resource administrative functions for all office and remote employees including administration of all required employment related paperwork for hiring, onboarding, corrective action and training.
  • Works closely with Human Resource department to ensure that all HR policies, procedures and guidelines are followed.  Ensure personnel files are in compliance with applicable state and federal laws and regulations.
  • Assists HR in employee relations role as required.
  • Assists with deployment of annual benefits enrollment and training initiatives.  Functions as liaison between Corporate Benefits department and office employees to answer any benefits questions.
  • Functions as the liaison for drug testing between office and health clinic/collection facility.
  • Prepares and submits annual MVR report to Risk Management.
  • Facilitates office-wide training initiatives.
  • Manages weekly time entry for hourly employees into timekeeping and HRIS systems.
  • Updates timekeeping system with PTO requests; ensures balances are accurate and closed-out on a monthly basis.
  • Manages or assists in the coordination of injury and safety claims, both in-office and on-site.

 

Office Management

  • Oversees the smooth operation of the office, ensuring it is clean and orderly. Make arrangements for necessary repairs, maintenance and deep cleaning as needed. May serve as liaison with janitorial service.
  • Coordinates with appropriate staff to secure desk space, desk phones, laptops, cell phones and other need equipment for new hires.
  • Determines appropriate inventory levels, order office supplies/equipment, and other business related materials.
  • Keeps kitchen/break room and copy room clean, orderly, and stocked with needed supplies.
  • Manages conference room calendars for the office.
  • Manages WebEx and Conference Call accounts and set them up when needed by staff.
  • May serve as receptionist, greeting guests, transferring incoming calls, opening and closing the office.
  • Reconciles office expenses, including gathering and coding receipts, obtaining required approvals and sending to corporate on a monthly basis.
  • Compiles and codes general office invoices weekly and send to the Finance Department along with incoming checks.
  • Arranges FedEx/UPS shipments and courier service as needed; Code FedEx/UPS invoices and send to Finance Department.
  • Distributes all incoming mail and prepares all outgoing mail. 
  • Maintains office phone/email contact list and update corporate contact list as needed.
  • Functions as liaison with building management for overall needs, repairs and maintenance.  Attend floor warden safety meeting and act as floor warden for emergency drills and instances.
  • Manages office events such as Customer Service Week, Star of Excellence, Solutionist Summits, etc.
  • Manages travel arrangements for guests, contractors, and seasonal employees as needed.
  • Performs other duties as assigned.

 

REQUIREMENTS

 

  • Two (2) years previous office management experience
  • Strong written and verbal skills necessary to complete assigned tasks. 
  • Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. 
  • Ability to write routine reports and correspondence. 
  • Ability to speak effectively before groups of customers or employees of organization.
  • Ability to handle sensitive information with the highest degree of confidentiality required.
  • Ability to write reports, business correspondence, and procedure manuals. 
  • Ability to effectively present information and respond to questions from employees, managers, customers, and the general public.
  • Ability to multi-task.
  • Must be detail-oriented and have excellent organizational skills.
  • Must have solid decision-making skills within the scope of the position.
  • Must have the ability to meet deadlines.
  • Must have excellent customer service skills.
  • Above average proficiency in MS Office:  Word, Outlook, Excel, and PowerPoint.
  • Must have familiarity with of variety of software programs related to human resources, payroll, sales, timekeeping, general ledger, etc.
  • High School Diploma or GED

 

Preferred

 

  • Associate's Degree
  • Two (2) years of human resources (benefits and employee relations) experience is strongly preferred.
  • Proficiency in SAP and Kronos

Freeman is an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability status, veteran status or any other protected status. Freeman will consider, for employment, qualified applicants with arrest and conviction records.

 

Equal Employment Opportunity Poster (English) * (Español)  * Employee Polygraph Protection Act

The Uniformed Services Employment and Reemployment Rights Act  * Pay Transparency Policy
 

In compliance with the Americans with Disabilities Act Amendment Act, if you have a disability and would like to request an accommodation in order to apply for a position with Freeman, please e-mail (see application details) .
 

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