Office Manager/HR Assistant

FringeArts

FringeArts presents world-class, contemporary performing arts

Philadelphia, PA

Work Location: Hybrid: remote & office

Festival

Website fringearts FringeArts

FringeArts presents world-class, contemporary performing arts

Office Manager & HR Assistant

Job description

The Office Manager & HR Assistant is responsible for customer service, general administrative duties, and intern supervision. The Office Manager will maintain a welcoming and efficiently functioning office environment, and coordinate and expand the intern program. This position reports directly to the General Manager.

Office Manager Duties & Responsibilities:

Open and lock office door every evening.
Greet visitors, buzz them in, meet at door, direct them to appropriate waiting area, meet their hospitality needs and alert appropriate staff members of their arrival
Answer general office telephone line and transfer calls
Oversee phone system – add and remove lines, update names, train incoming staff on phone website and app, update notification preferences
Maintain organizational calendars and awareness of scheduled activity and events in the building in order to maintain an efficient and welcoming environment for visitors
Oversee parking calendar, make reservations, find owners of improperly parked cars, move or tow as needed
Update daily schedule on whiteboard (date, mtgs, staff in/out)
Oversee hospitality needs for meetings, luncheons, special occasions, etc
Organize communal lunch, get rsvps, order desserts and pick up
Buy and circulate staff birthday cards, intern thank you cards, and staff bday treats
Pick-up, sort, and distribute daily incoming mail to staff
Stamp and take mail daily to off-site mailbox
Coordinate incoming and outgoing deliveries- walk building daily searching for packages
Call and schedule courier services as needed
File and scan vendor documents and maintain vendor files
Sign out petty cash and distribute reimbursements as needed
Sign out/in credit card to staff members
Sign out/in keys as needed
Monitor inventory and order office supplies for all depts within budgets
Organize office storage closet weekly – supplies properly labeled and in correct areas
Oversee daily operation of office equipment; arrange for repairs as needed.
Assist with copier issues, paper jams, service calls, order toner & waste cartridges
Assist with computer or printer issues of staff
Maintain clean and organized kitchen
Wash and put away dishes, and wipe down counters and appliances daily.
Clean fridge, ensure items are labeled, and empty weekly
Wash towels and replace sponges weekly
Keep kitchen cabinets neatly organized and labeled
Inventory and replace kitchen supplies as needed (coffee, creamer, soap, etc)
Maintain cleanliness of entire office, make sure floors and desks are clear of boxes
Make sure hallway and entryway are clear and items are stored in proper places
Make sure Visitor lobby and Conference room are clean and neat
Determine resources needed for seasonal staff (desk space & computers)
Assign and clean desks for incoming staff and interns each semester and festival
Take and distribute minutes for Staff Meetings and all larger department meetings

HR Duties & Responsibilities:

Discuss and determine intern needs with each dept
Circulate intern descriptions to each dept for edit/review
Determine appropriate places to post for specific staff job skills
Seek new contacts and outreach opportunities for intern recruitment
Post staff and intern openings
Review and forward staff/ intern applications to depts.
Schedule staff/ intern interviews
Email all applicants not accepted
Coordinate employment start dates and intern schedules
Print handbook and hold orientation with each new arrival
Create server logins and email addresses
Collect and record new hire personnel paperwork
Schedule intern seminars with each dept
Schedule intern/staff socials
Check in with department heads and monitor intern progress
Schedule and hold intern mid-point check-ins
Hold exit interviews, deactivate emails, and server logins

Qualifications & Requirements:

Must have excellent customer service skills, great organizational abilities, and attention to detail. Must have working knowledge of Microsoft Office, Google Docs, and Gmail. Must have familiarity with databases, web-based programs, and general office equipment. An interest in the arts preferred.

Benefits: This is a full-time non-exempt position. Annual salary range is $25,000-$30,000. Includes generous health and leave benefits.

 

To Apply: Please send cover letter and resume to HR@fringearts.com. Include job title and applicant name in subject line.

 

EOE: FringeArts is an equal opportunity employer. FringeArts works to respond to and

reflect the diversity of our city. We encourage and support applicants of color for this and

all open positions.

To apply for this job email your details to internship@fringearts.com

Delivered Every Friday

Subscribe to the ArtsAdminJobs.com weekly email digest and never miss a new job listing.

Thank you for subscribing.

Something went wrong.

Send this to a friend