Active Prospect

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Office Manager/HR Specialist

at Active Prospect

Posted: 12/1/2019
Job Status: Full Time
Job Reference #: Y9m2yHgYSp

Job Description

Company Overview

ActiveProspect is an Austin-based marketing SaaS company that has been in business since 2004. Our suite of real-time lead optimization and compliance products are designed for companies engaged in online lead generation. Companies use LeadConduit, TrustedForm and SuppressionList to filter out unwanted leads, document consent for TCPA compliance, and improve conversion rates. We’ve proudly processed over 2B leads for well known brands across a variety of industries!

Job Summary 

We are seeking a resourceful and dynamic Office Manager/HR Specialist to join our small, but fast-growing company. The Office Manager will work on the G&A (general & administrative) Team to efficiently run our office.    In this role you should be able to positively handle a wide variety of tasks. The ideal candidate serves as support to the rest of the team in all administrative areas.  We are looking for someone who will keep the office bright and buzzing every day.

Responsibilities and Duties

Office Management 

  • Manages all office visitors. Greets visitors and makes them comfortable, ensures coffee is made at all times for guests and employees..
  • Opens and closes the office Monday - Friday ensuring that all common areas and conference rooms are cleaned and ready for the next day. This includes opening blinds, turning on lights, loading/unloading dishwashers, and making coffee before employees arrive every morning.
  • Manages all necessary shopping for office purchases including food, paper products, office supplies, etc.  
  • Owns and manages the office calendars ensuring all company events, visitors, schedule conflicts, etc. are identified, resolved, and communicated in a timely fashion.  
  • Selects food vendors, orders weekly lunches, preps and cleans up after the group meals. 
  • Maintains relationships with all office vendors.
  • Keeps all common areas and cabinets organized and maintained (bike room, supply room, conference rooms, kitchen, attic, etc.)
  • Handles basic maintenance of office & equipment (changes light bulbs, stocks all kitchen and bathroom supplies, cleans refrigerator, printer ink/toner, etc.)
  • Manages mail: sorting, distributing and scanning as necessary.  Accepts mail and packages at door. Goes to the post office as necessary. 
  • Handles all scanning and filing for the office. 
  • Provides support to other teams as necessary when time allows.

Finance

  • Books travel & hotel accommodations & forwards receipts to accounting.
  • Submits office receipts and invoices to accounting. 
  • Manages expenses using Expensify.
  • Handles weekly bank deposits

Event Planning

  • Assists the Facility & IT Manager & Culture Club members with setting up tables, chairs, etc for corporate events. 
  • Books travel (airfare/hotels) for marketing events.
  • Assists marketing with other miscellaneous tasks related to events. 

People and Culture

  • Sets up phone screens and interviews for potential candidates.
  • Assists with greeting candidates, and ensuring a smooth interview process. 
  • Plays an integral part of executing Culture Club & other office activities. 
  • Provides support to other teams as necessary when time allows.

Executive Assistant

  • Assists members of the leadership team with scheduling meetings and managing calendars. 
  • Manages ad hoc projects as applicable. 

Qualifications and Skills

  • 5+ years managing an office setting with at least 60 employees.  
  • Comfortable using a Mac.
  • Resourceful with budgets - ability to find creative ways to reduce costs and get the most bang for the buck.
  • Self-sufficient trouble-shooter.  Ability to resolve the little day to day problems that come up without assistance.  
  • Takes initiative to get things done.
  • Highly organized - the junk drawer at your residence is neatly organized into labeled bins.
  • Professional telephone skills with a strong customer service focus.
  • Excellent communication and interpersonal skills; sensitivity to needs of others.
  • Ability to juggle multiple tasks throughout the day - you are a go-to person. 
  • Must be able to work from 8:30 - 5:00 pm Monday - Friday in our offices. (this role is not eligible for remote work).
  • Experience with American Express travel, Expensify, bill.com, and applicant tracking systems are a plus. 
  • Moderate excel or google sheets experience required. 
  • Must be able to lift 50 lbs and climb small staircase on a regular basis

Benefits and Perks

  • A financially stable company, with the freedom and opportunities of a startup culture
  • Unlimited PTO
  • Live Music Capital Holiday
  • Beautiful office space in Hyde Park (close to Central Market, Vino Vino, and Hyde Park Gym)
  • Retirement plan matching up to 3% of your salary
  • Health, dental, vision, disability and life insurance
  • Medical and Dependent Care FSA available
  • Fun office environment with gourmet coffee,, kegerator, and snacks