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Company

Original Job Post

Marie Veronique · 2 days ago

Office Manager

Berkeley, CA

Full-time

Onsite

Entry, Mid Level

2+ years exp

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Responsibilities

Coordinate facilities maintenance of the MV facilities, including utilities, vendor and contract management

Procure items for the office supplies for meeting rooms and staff kitchen

Process facilities and related invoices for payment

Oversee maintenance of non-computer office equipment in MV facilities, including postage machine and printers

Manage, develop and update the list of key vendors

Troubleshoot onsite IT issues when possible and liaise with outsourced IT support, as needed

Oversee maintenance of security and access system, including after-hours, as scheduled

Provide administrative support to the Chief Operating Officer and others, as indicated

Administer Google Workspace/Gsuite including appropriate invites and edits

Coordinate maintenance and manage support for information technology systems including office phone, voicemail and hardware, with direct management of the company’s third-party IT provider

Receive incoming printed mail and scan to accounting or HR, deposit checks, cross check und update addresses

Liaison with accounting for invoices, billing, and check deposits

Assist with implementation of employee evaluations

Maintain discretion and confidentiality in working relationships with management

Provide lunch and drinks for meetings when needed to support the team

Monitor and update calendar for time off

Coordinate onboarding process for all new employees to ensure that new team members understand company culture, products and operations

Coordinate offboarding with HR

Ensure training materials and department training and organization chart are updated

Serve as point of contact for setup of computers and system access with outsourced IT

Manage Google Admin and Drives - assigning teams to groups and drives

Review labels, working alongside print designer for checks and approval across quality and accuracy and completing the Brand Approval part of the log and management of the label physical and virtual file

Production for photoshoots/video/livestream and other digital events - providing food/snacks/drinks on the day and organizing equipment (including purchasing), actively managing the check out and check in process and building and managing hardware inventory

Ensure invoice approvals (for outside contractors/venues) and payments are approved and routed through accounting for payment

Manage brand archive, events archive and video hardware and some procurement

Daily monitoring of Partner Marketing and weekly and monthly reporting

Press: update press links on site and press/collaboration documents

Monitor requests form press email account

Updates to LinkedIn including posting news/newsletters

Plan events, source sites and vendors for a few company-wide team building events annually

Special projects arise where your expertise, background, teamwork and aptitudes

Other duties as assigned

Qualification

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Office managementGoogle WorkspacePhotographyVideo setsClothing changesLighting changesSkin care productsVendor paymentsBill.comProblem-solvingCommunicationOrganizationFacilities MaintenanceTroubleshooting ITMarketingBrand/Press ActivitiesEmployee Onboarding/OffboardingBrand Archive ManagementEvent PlanningVendor SourcingProject ManagementOffice Phone ManagementGoogle AdminGoogle DriveTeam Assignment