Job Openings US Operations Manager
Office Operations
Your role involves maintaining a positive, inclusive, and productive office environment throughout our US offices. You will contribute to creating a welcoming and fun atmosphere that supports collaboration and employee well-being. Responsibilities include:
- Overseeing the facilities and operations for San Jose, Portland and Boston offices including liaising with Building Maintenance and Management, and janitorial services. This may require traveling to our Portland and Boston offices occasionally.
- Managing office supplies and inventory
- Maintaining our publications library and subscriptions
- Building and maintaining relationships with our vendors
- Coordinating inbound and outbound deliveries (via FedEx)
- Working with parking management to activate and deactivate parking cards
- Answering the office phone and ensuring calls are transferred to the appropriate employee
- Purchasing refreshments for the office and client meetings (drinks, food, snacks)
- Coordinating and managing logistics for agency celebrations/offsites
- Partnering with the Spirit Committee to support Cultural Moments celebrated at the office including holidays and employee engagement events
- Taking on various tasks for our co-founders
- Managing the set-up of conference rooms and technology (e.g. Zoom/Teams) for agency guests that include candidates, consultants, clients, and new business prospects in the San Jose Headquarters
Travel Operations
- Manage air tickets, hotel reservations, and itineraries, as needed
- Provide ground transportation and food recommendations, as requested
- Track all expenses on company credit card
- Work with our Accounting Director to record all expenses for larger trips
- Adhere to Hoffman travel and expense policies
HR Operations
- Partner with the HR Manager to ensure a positive employee experience, beginning at the hiring stage through onboarding and beyond. This includes ordering and shipping laptops and new hire welcome kits, granting access to tools/resources, scheduling onboarding, and staff meetings, and organizing Speed Chatting for Connection
- Assisting with recruitment coordination such as interview scheduling, job posting on campus career sites, and being a Hoffman ambassador
- Partner with HR Manager to maintain HR SharePoint and HR documentation
- Support the administration of our Mentorship program
- Partnering on Hoffman’ HBCU Scholarship program, which includes student and faculty research, outreach, coordinating on-campus activities, and hosting student webinars
- Involvement with projects related to agency operations and systems e.g., BambooHR, Lattice and Workamajig
Finance and Accounting Support
- Partner with our Accounting Director as applicable
- Notarizing paperwork
- Creating ad hoc reports
- Assisting the leadership team with expense reports
- Ensuring time accountability with the boarder team including timely submission of intern timesheets
Reporting
- Producing utilization reports
- Running benefits-related reports e.g., extra KM, Wellness and Professional Development Fund, etc.
- Supporting with HR Dashboard reporting
IT Support
When technical issues arise, you will be responsible for providing basic tech support or working with our IT consulting firm to resolve issues. Responsibilities include:
- Providing technical assistance to ensure smooth virtual and in-person meetings
- Partnering with our IT vendor to resolve computer hardware or software problems
- Ordering and managing inventory of technology devices-computer, monitors, accessories
- Setting up new hire laptops in partnership with IT Consulting firm
- Partnering with our Global IT Director when needed and managing the relationship with our US IT Consulting firm
- Supporting local office IT and conference room needs
Marketing Operations
- Partnering with the Creative and Client Services team to produce agency or client collateral (e.g., banners, stickers, business cards, swag, etc.)
- Partnering with team on ad buys, payments, and logistics
- Managing an agency awards calendar coordinating with senior leadership alert well ahead of time key awards deadlines then facilitating entry payments
Qualifications
Some of the requirements focus on soft skills. You must be a good people person. You exude kindness, empathy, and concern, but we also need you to be an excellent problem-solver with experience in office and administrative functions.
We are particularly 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 an agency setting is ideal
- Most importantly … Must have a Sense of Humor!
As the versatile individual in this role, you will be expected to be a problem-solver, adaptable, be comfortable with ambiguity, and be resourceful with a proactive and initiative driven approach.
We are a company that values diversity and inclusion.
Come join us in pushing — and periodically shoving — the boundaries of communications.
A competitive salary, benefits package and career advancement opportunities will be offered to the successful candidate. We also provide a generous PTO package including a four-week sabbatical after four years.
We will contact all shortlisted candidates.
HOW TO APPLY
If you are interested in this position, please click Apply Now to learn more and upload your resume.
We will contact all shortlisted candidates from [email protected]
(our HR system).