Receptionist/Office Manager

The Araca Group
New York, NY 10036
US

Job Details

DESCRIPTION

Position Summary:

Araca’s Receptionist/Office Manager serves at the front desk, provides administrative support and oversees management of Araca’s New York office facilities. The Receptionist/Office Manager is a member of the Account Management department.

 

Araca is a full-service entertainment merchandising company, working with today’s leading artists and brands, including P!NK, Shania Twain, Wicked, Harry Potter, The Lumineers, HBO, Zayn, FOX, Jennifer Lopez, The Book of Mormon, Warner Bros., National Geographic, Disney, AMC, and more. For over 20 years, Araca has raised the standards of entertainment merchandising by re-imagining our clients’ brand initiatives and providing high-quality products, service, and distribution. Services include D2C ecommerce, touring operations, product development, retail, and licensing. Over 250 dedicated employees around the world support Araca’s merchandising and digital operations.

 

 

Essential Duties and Responsibilities:

  • Reception

    Greeting visitors in a friendly and professional manner

  • Answering phones and directing calls
  • Maintaining office appointment calendar and contacts database
  • Receiving deliveries and coordinating pick-up of packages
  • Maintaining the orderly appearance of the front office area, coat closet, and conference room

 

  • General Administrative

    Distributing mail and delivering packages

  • Preparing and resetting the conference room and applicable technology (in consult with the Information Systems department) for meetings and presentations
  • Preparing and coordinating FedEx pick-ups and drop-offs, as directed
  • Manage and administer the Corporate Credit Card (“Gen Admin Card”) expenses through Concur reconciliation software
  • Managing petty cash
  • Updating and circulating email bulletins and resources to employees
  • Coordinating in-office catering for external and internal meetings and events (e.g., “Pizza Day”)
  • Managing house seat requests from Araca staff, clients, and other third-party associates
  • Assisting the E-Commerce Department in Weekly website checks and updating websites
  • Assisting the Business Affairs department in tracking employee Paid Time Off
  • Assisting departments with general administration as needed, including filing, scheduling meetings, phone calls, and other administrative duties

 

  • Office Management

    Ordering office and restroom supplies and equipment, as approved by supervisor

  • Ordering Fresh Direct for break room snacks
  • Ordering coffees and teas for break room Keurig
  • Maintaining the orderly appearance of the break room/kitchen (including loading/unloading dishwasher)
  • Maintaining the orderly appearance of the copy room and any office supply storage areas
  • Fixing, or arranging third-party maintenance to fix, any office equipment or materials in physical disrepair (e.g., replacing light bulbs, tightening door handles, replacing cabinet façades)
  • Managing keys to the building, the floor, and to individual employee desks (as needed, in consultation with our third-party security service provider)
  • Serving as Fire Warden for the floor and directing and communicating safety and evacuation procedures
  • Coordinating matters with building staff, and serving as liaison between building staff and the Chief Administrative Officer

 

About the Applicant

The candidate will have energy, enthusiasm and passion for the music, theater and the entertainment industry, and will bring to Araca the following experiences and qualifications:  

•                    College graduate (or comparable work experience)

•                    Strong oral and written communication skills

•                    Good attention to detail

•         Strong knowledge of Microsoft Office (Word, Excel, Outlook)

•                    Highly organized, self-motivated, and resourceful

•        Proven ability to prioritize, adhere to deadlines and perform multiple tasks in a fast paced, creative environment

 

  • Salary and Benefits

    Salary: commensurate with experience

  • Full medical and dental coverage, after 3 month waiting period
  • Three weeks Paid Time Off
  • 401 K with company match, upon eligibility
  • Creative, casual atmosphere

 

About the Application

Please submit cover email and resume .  You must include “Receptionist/Office Manager — NY” in the subject line of your email.    Your letter should describe your experience, qualifications, and interest in meeting the responsibilities of the position.  

DURATION

December 11, 2018 –

HOW TO APPLY

APPLY BY EMAIL

Send e-mail to 00000167-9edd-dd47-a5ef-bedfcb470000…

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