Traffic and Office Administrator

Rafanelli Events - Boston, MA (30+ days ago)4.5


JOB DESCRIPTIONJOB TITLE: Traffic and Office AdministratorREPORTS TO: TBDI. JOB SUMMARYThis position is full-time (45 hours per week), with time split between Office Administrator responsibilities and Project Trafficking responsibilities, as out lined below.II. OFFICE ADMINISTRATOR RESPONSIBILITIES  Office liaison & vendor management for cleaning service, security company, utilities, phone & internet providers, copiers, building manager & maintenance Provides company IT support and trouble shoots routine IT issues  Manage distribution of office equipment; log and distribute computer equipment (laptops) and portable Wi-Fi devices  Assist onboarding new employees; set-up new employee email, VPN access, phone, scan folder and other account access  Update company distribution lists and internal employee documents  Maintain organization of all office areas to be efficient and orderly and support with general office maintenance, supply ordering & appliance repair issues  Maintain an inventory of office and kitchen supplies; order supplies and verify supply orders when they are received  Review office supply bills for accuracy to ensure that expenses are in line with budget  Answer phones as part of phone pool and direct all incoming calls to appropriate Assist with greeting office visitors and with preparation for client meetings Sort and distribute incoming mail Assist with other various accounting and vendor research projects/reports as needed Assist with Intern onboarding and scheduling, as requested Cover for Executive Assistant when they are out Review time cards and send out reminders to staff if they aren’t up-to-date on Wednesday afternoonsIII. TRAFFIC COORDINATOR RESPONSIBILITIES Work as a go-between that connects all departments within the company Follow official process document to schedule all procedural meetings for each event Schedule and attend initial event Kick-off meeting for all events Attend select design mile-stone meetings with Chief Creative Officer and team Attend Designers Monthly meetings and Business Office Monthly meetings Conduct regular meetings with designers to go over items/tasks assigned and due in the near future, and determine if there are any roadblocks Communicate job status information to all team members and communicate any issues with the event teams Assist in the procurement and facilitation of design vendors (graphics, stationery, etc.) Keep all freelance projects moving smoothly through the appropriate departments Continue to improve the traffic system and project management process Work with department leaders to prioritize projects Enforce adherence to work-flow processes and deadlines Promote smooth work-flow and communication between departments Expedite and prioritize rush projects accordingly Track insurance certificates and non-disclosure agreements for vendors across all projects Create and update catalog systems for Venues, Entertainment, Photographers and others Manage décor photography for all events including sourcing and hiring photographer and receiving select photos to share with team in timely manner.IV. REQUIREMENTS College degree preferred with a minimum of three years of directly related work experience Anticipates issues and is able to resolve them quickly Strong organizational, communication and time management skills required Ability to use logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions or approaches to problems Bachelor’s degree required Knowledge of business and management principles involved in planning, resource allocation, production methods, and coordination of people and resources Ability to work under pressure deadlines and prioritize multiple projects Self-motivated and results oriented Strong attention to detail Possesses high work motivation, commitment, follow through, initiative and achievement Proficient in Microsoft Word, Excel, PowerPoint and Outlook

Job Type: Full-time

Experience:

  • Office Administration: 2 years

Required work authorization:

  • United States