Office Manager

  • HR
  • San Francisco, United States

Office Manager

Job description

Adikteev is an AdTech company focused on increasing digital brand & product awareness, and retargeting app users to convert them into customers. The foundation of our business is combination of three technologies: Creative technology, AI algorithms and mobile DSP. Our team of 110+ people is based in Paris, Berlin, NYC and San Francisco. 30% of us contribute to the R&D of the business. Aside from rapid growth, the company has been generating double-digit million-euro revenues. Adikteev is ranked 10th in Inc Magazine’s 5000 Europe — an annual list that identifies the top 5000 fastest growing private companies in Europe.


As part of the Adikteev San Francisco Corporate team, the Office Manager will ensure smooth day-to-day operations. This is a position that requires a high-level of Service Attitude, Communication and Negotiation skills. This role is ideal for an ambitious office manager looking to work in a very dynamic and international environment.


You will report to the Managing Director and the Group HR Director.


RESPONSIBILITIES


Building Management
Run the offices, maintain and develop relationship with employees to understand their expectations and keep an open communication at all times
Open and set up the office in the morning. Inspect work area, kitchen and meeting room for cleanliness and appearance. Keep every space clean and organized.
Manage day to day maintenance of the office facilities (mail, trash, ordering office supplies, lite cleaning, tech upkeep, supplies, food/drink orders, lunches, errands, etc.)
Act as interface to the key stakeholders to ensure world class services
Take responsibility for day to day office services (greetings, Hospitality for guests and employees, janitorial, maintenance, tickets’ resolution, etc.).
Maintain accurate floor plan and allocate desk space to teams (e.g. new starters) and co-ordinate any office moves
Understand the process and operation of loaner laptops, AV equipment, audio and web conferencing, etc. and troubleshoot issues as they arise
Resolve technology issues with copiers, phones, etc. and coordination of office moves
Maintain good relationships with suppliers, vendors and clients
Work with building management to coordinate fire drills, emergency procedures and safety inspections, including maintaining the Fire Safety Team and making sure fire safety inspections are up to date.
Handle all routine and ad hoc office maintenance, construction and facility requests for all locations including sourcing providers, working with property managers, overseeing work and ensuring budgets and quality standards are met for each project
Maintain all office services vendor contracts
Manage our numerous office vendors, building managers and janitorial staff ensuring quality, effective delivery of service and accurate billing
Establish, document and communicate key processes, vendor lists, etc.
Proactively manage, coordinate and organize office events, social activities and charitable giving
Serve as the key point of contact for employees on all office/space-related issues, questions and requests, responding promptly and thoughtfully with a customer mindset
Manage our internal event program, finding creative ways to delight our employees within our budget and operational constraints

Lead the implementation of office specific events (i.e., all hands meetings, company parties, holiday season breaks, etc.)


Human Resources
Manage Employee Personnel Records and Files
Manage employee benefits: enrollments, negotiations and administration.
Run payroll on a bi-weekly basis. Make sure our employees get paid accurately and on time. Be a Guru when it comes to HRIS, Payroll, and Timekeeping maintenance
Keeps abreast of changing state and national laws. Ensure legal compliance by monitoring and implementing applicable human resource federal and state requirements
Ensure all processes for new hires and terminations are followed
Process employment terminations
Maintain Human Resources related KPI’s and Metrics, as well as complete periodic reports and summaries
Manage all HR projects and initiatives
Work with site leadership to ensure that we provide a safe work environment for employees
Handle investigation and resolution of employee issues, concerns and conflicts
Develop training program that ensures all employees are familiar with relevant legal and safety requirements
Create and maintain a positive culture for employees, and a high level of employee engagement
Coordinate integration of new employees into the Adikteev life
Co-ordinate facilities for all new starters
Conduct office tours for new hires, reviewing all general office-related details (breakroom, restrooms, building
information, security badge access, etc.) along with any special office-specific information
Manage and Update Employee Handbook
Create and maintain internal documents and policies related to human resources
Administer the needs of the team members, including being the point of contact for all human resources needs.


Finance
Prepare monthly invoices for all company’s campaigns
Practice cash collection and meet the monthly targets
Make sure to keep the Finance Dropbox up to date on Receipts, invoices, legal documents….
Resolve all financial issues with clients
Create a vendor profile with every client


Travel
Arrange on-site and off-site meetings (space, catering, tech, travel and itineraries, etc.)
Coordinate with outsourced travel agents to book company travel
Track detailed budgets for a travel on a per project basis
Book and register conferences for various team as needed
Provide information in response to guest inquiries about the hotel area, tourist attractions, directions, etc.
Accommodate all requests, i.e. dinner reservations, taxi, etc.


Hospitality
Answer incoming telephone calls within first three rings
Enthusiastically welcome our guests, greet guests at the door and in the lobby
Be the Corporate team face to our internal customers - be approachable for questions and comments from employees and react appropriately to queries raised
Assist with organization of events (both internal & external), coordinate all logistics details (security, building access, room setup, catering…), manage last minute changes and ensure smooth execution on the ground for all teams involved
Coordinate internal meetings/townhalls as needed – arrange for food, AV, space, etc.
Schedule external meetings and calls
Coordinate hosted events
Proactively anticipate food & beverage needs for team, and whenever guests are present
Set-up and tear-down for hosted meetings
Lead run of show planning


Requirements

Education is irrelevant, as long as you’re driven to win!
Start-up mentality. Desire to roll-up your sleeves
High dedication to customer service and hospitality
Very positive attitude and ever-present smile
Excellent time management skills and ability to multi-task and prioritize work
Large sense of urgency with everything that you do
Attention to detail and problem-solving skills
A creative mind with an ability to suggest improvements
Hands on experience with office machines (e.g. fax machines and printers)
Knowledges of Health and Safety local compliancy