OFFICE MANAGER / HR SPECIALIST (AD AGENCY)
Plan B is on the hunt for a highly organized, overly communicative go-getter type to become the
indispensable hub of our multi-spoked operation. As the agency's internal systems and culture
coordinator manager you'll be responsible for coordinating the efforts of our company's many vital
functions and departments, from Office Management and HR to Finance, Technology, Account Service
and Creative.
Your impact will be felt agency-wide as you collaborate with department heads, agency leadership
and outside partners to streamline efficiency and enable all staff to do their best work.
This Internal Project Manager role is primarily an on-site position. Regularly attending work on-site (5
days a week) is essential for the success of the company, our clients and entire Plan B team.
The ideal candidate will be a proactive and detail-oriented doer who's obsessed with staying on top
(and ahead) of things. Someone who's more than comfortable using the digital project management
tools, from Google Suite to basic accounting and project management software. You'll be in charge of
managing critical agency communications so you'll need some understanding of what it takes to
project manage the various needs for the agency.
The Internal Project Manager at Plan B
Oversees the timely execution of a wide variety of recurring agency functions, as well as
one-time initiatives, across all agency departments.
Develops and implements processes for efficient agency operations across departments.
Promotes active and regular cross-communication between all departments
The following breakdown by department, details some of the many, varied activities/projects
that will benefit from your support:
Office Management
- Ensuring a safe, productive workplace, compliant with all state and local regulations and
any/all legal requirements
- Oversight of all office-related vendors and services, including but not limited to: utilities,
cleaning, repairs, insurance, etc.
- Regular communication/reminders of agency information and policy
- Management of workplace-related spending (with an eye on identifying cost-efficiencies)
- Management of agency culture initiatives, events, and activities
- Lease management and negotiation
Technology Department
- Regular auditing/management of agency technology systems, platforms, and equipment
to ensure efficient operation, working with selected vendors to optimize performance and
reduce expenses
- Management of technology maintenance/purchases/upgrades
- Management of agency's RAID/Server/Network/VPN, and related vendors
- Management of agency's phone equipment and systems/VoIP, and related vendors
Finance Department
- Management of agency licenses and subscriptions, calendarizing renewals and check-ins
with managers to understand which ones we need (and do not)
- Scrutiny of recurring monthly business expenses to ensure they are legitimate and that we
are not (over)paying for services we don't use
- Coordination of the agency's 401K program
- Support of third-party CFO with banking relationships and transactional activities
- Coordination of timely, monthly billing by agency's third-party CFO
- Support the timely reporting of agency AGI by account team
HR Support
- Management/communication of agency's health benefits (annual evaluation of options)
- Management/execution of an efficient, consistent employee onboarding program
- Management and calendarization of employee performance review program
- Management of agency's PTO calendar
- Management of recruitment documentation, including help wanted ads, job descriptions,
duties and responsibilities, and review materials by position/title
- Management of Employee offboarding efforts, including exit interviews, equipment
return, legal consultation, severance details, and presentation of termination documents
Account Services Department
- Regular coordination and distribution of client satisfaction surveys
- Manage routine schedule of agency Lunch & Learn events, coordinating the group's
participation and all related day-of and follow-up activities
- Identify and recommend webinars/seminars to appropriate teams/individuals
- Support timely reporting of hours in Workamajig project/time management system