Office Supervisor

Posted · Add Comment

The Hoffman Agency in San Jose is seeking an office supervisor to be our Renaissance person. You won’t be expected to paint like Michelangelo, but we would like you to be our problem-solver in the spirit of Leonardo De Vinci. Besides running office events and new employee orientation, our office supervisor helps coordinate HR efforts, manages tech support when a computer goes haywire, and in general keeps our office a positive and productive environment.

Job Description

You will wear many hats at Hoffman. One moment you will be welcoming a new employee, and the next you will be setting up a client meeting or booking employee travel. You will be the right hand for our North America MD, and a vital centerpiece to some of our most important operations, including:

HR Admin

  • Ensuring Hoffman is in compliance with HR laws and regulations in consultation with our HR firm
  • Answer employee benefits questions
  • Tracking PTO
  • Work with insurance broker on annual renewals for medical, dental and vision
  • Onboarding new employees
  • Maintain resume inbox for recruiting
  • Schedule interviews
  • Maintain personnel files

IT Support

  • Assist with IT related issues
  • Ready laptops for new hires
  • Maintain equipment spreadsheets

Office/Facilities Manager:

  • Help implement office décor and design changes
  • Order company supplies
  • Order lunch for client and in-house meetings
  • Maintain parking spreadsheet, assign parking cards
  • Answer the phone
  • Maintain master conference room calendar
  • Maintain the FedEx account
  • Maintain publication library
  • Tracking the publications we subscribe to and the master credentials list
  • Sorting and distributing mail
  • Opportunities for creativity in event planning and support for Hoffman’s spirit committee

Travel Assistant

  • Purchase airline tickets (international and domestic)
  • Reserve hotels and Airbnb for long term or group stays
  • Process passport and visa paperwork for CEO

Qualifications

Some of the requirements focus on soft skills. You must be a good people person. You exude kindness and concern, but we also need you to be an excellent problem solver with experience in office supervision. In particular, we are looking for someone with:

  • 3+ years of experience in a similar capacity
  • Some knowledge of HR and/or benefits administration
  • Comfort working in a fast-paced agency environment
  • A bold, proactive mindset – you want to do more, you can identify things that need to improve, and you are not afraid to suggest change
  • A background in hospitality is ideal

If Renaissance is your second nature, please send your resume to [email protected].

We will contact all shortlisted candidates.

To apply for this job email your details to ResumeUS@hoffman.com