Office Manager

Description

FuseFX is an award-winning visual effects studio that produces visual effects for television, film, commercials, games and special venues.

The company is seeking an Office Manager who will serve as an operational and administrative lead for our New York office.  They play a key role in the day to day employee and client experience.

The role of Office Manager is responsible for overall office activities, front desk reception, and studio facilities, including developing and supervising programs for the efficient utilization of services and equipment.

• Create and communicate a welcoming atmosphere and positive experience for all clients, vendors, and staff.
• Perform work with a high level of accuracy, detail-oriented, ability to handle multiple priorities, and be a self-starter.
• Understand the concerns and daily priorities of the studio, maintain flexibility, and pro-actively tackle issues when necessary.
• Effectively evaluate and communicate priorities, knowing at what level to involve studio management and executive stake holders.
• Learn and understand the workings of the company on a broad level to assist the front desk in all related activities.
• Demonstrate ability to define, lead, and own project work.
• Skilled problem solver with the ability to create and communicate solutions.

Job Related Responsibilities:

• Maintain a pleasant and functional office space. Oversee and coordinate all building maintenance. Handle furniture and supply requests. Communicate any facility-related issues to upper management, and suggest and coordinate solutions. Works closely/coordinates with Landlord and Property Management Group.
• Oversee reception and make sure proper procedures are being used. Support receptionist / front desk duties – answering phones, receiving clients/visitors, checking media/drives in and out, regular restocking. Ensure that front desk and facilities security protocols are understood and adhered to by all facilities staff.
• Be cognizant of general company security policy and alert company security team to any breach.
• Oversee Office Coordinators by setting clear expectations and duties on a daily basis to ensure effective operations at Reception including telephone communications for both internal and external customers.
• Responsible for maintaining a safe, clean, and efficient work space, and partner with HR to ensure  compliance with health and safety standards. Leads health and safety committee, providing documentation and outlines for emergency preparedness.
• Coordinate, oversee and/ or manage work assignments performed by technicians, vendors, and contractors performing building maintenance, and janitorial work.  Evaluate quality of contractors work and make recommendations for approved vendors/services. Respond quickly to emergency maintenance requests.
• Own the execution of desk and office moves in collaboration with IT and Production Management. Identify appropriate times for moves to take place and ensure that set-up of work spaces is complete and function for employees to resume work.  
• Prepare conference rooms and screening rooms for key client visits, including refreshments and snacks.
• Ensures company phone list is up to date and distributed when changes are made.
• Order general office supplies (food, cleaning supplies, stationery, business cards and other items) from vendors; electing cost-effective options, when appropriate.
• Manage and track operational costs, building maintenance, office supply orders, and cleaning/handyman.
• Coordinate timesheet collection for bi-weekly payroll, working with supervisors to ensure all timesheets are sorted in a timely manner and submitted to HR.
• Organize office events as directed by senior management and engage with outside vendors. Look for opportunities to enhance employee experience and company culture at the New York studio.
• Coordinate office travel and understand and effectively communicate travel and expense policies to staff when book travel. Balance controlling travel costs with ensuring staff arrive at their destination prepared for work.

Qualifications Required:

• Exceptional customer service and team skills
• Must be effective communicator, flexible and adaptable, with the ability to handle multiple priorities.
• Experience working in a studio environment preferred.
• Mechanical knowledge at the level which will allow the candidate to perform the Building Maintenance Coordinator duties as stated above, including ability to carry out minor facility repairs and building upkeep (i.e. resetting HVAC systems; touch-up painting; minor carpentry)
• Proficiency with hand and power tools
• Intermediate level PC skills including Microsoft Office
• Must be able to meet the physical demands of the position including lifting-up to 50 pounds
• Must be an effective communicator
• First Aid + CPR Certified preferred, not required
• Must be available to work overtime
• May be required to drive for work and must have reliable vehicle and clean driving record.

Nothing in this job description restricts the Company’s right to assign or reassign duties and responsibilities to this job at any time. The Company prohibits discrimination in employment against otherwise qualified applicants because of a physical or mental disability and will make reasonable accommodations to enable qualified persons with known disabilities to perform the essential functions of their job consistent with applicable law. The Company will consider qualified applicants with criminal histories in a manner consistent with applicable law.