Inter-State Studio has been capturing images for over 90 years and we have been considered a technical leader in our industry. As the largest family owned school photography, planner and yearbook publishing company we pride ourselves on our excellent work environment and growth opportunities within the organization. Inter-State Studio is headquartered in Sedalia, Missouri with affiliate and field locations in several states. Share the power of a smile today!

We are currently hiring for the Office Administrator position at our Nashville, Tennessee location.

This position is responsible for managing the day-to-day activity of the Office, including all order entry, job submissions, order tracking, and customer service. Primary duties include managing and supervising all office employees; assisting in managing the territory’s budget and resources to meet company objectives. Depending on the territory makeup, may handle matters of significance or may have two full-time equivalents who report to this role.

Accountabilities:

Office Responsibilities

• Review and submit Payroll weekly if the Territory or Photography Manager does not handle payroll.

• Oversee Weekly Meetings

• Answer phone and take messages as necessary

• Ensure office supply inventory is maintained

• Ensure all jobs are merged and checked for missing data

• Ensure the office filing system is organized and maintained

• Ensure send job tickets are created and accurate

• Ensure Flyers and other Sales Materials are ordered promptly so as not to incur rush charges and additional shipping costs.

• Ensure Job Assignment Forms are complete and accurate

• Ensure Data is collected, cleaned, and imported into Camdex

• Ensure Pre-Order Entry Files are prepared for photographers with correct data and School Configurations

• Ensure all tasks are performed according to Inter-State Studio’s SOPs and Work Instructions.

Staffing and Scheduling

• Manage Job Postings for Office Assistant(s), ensuring the territory is properly staffed.

• Monitor the hours worked by the Office Assistant(s) to ensure the Territory’s Payroll and Travel budget is maintained.

• Schedule or oversee the scheduling of photography dates and communicate them with Territory Manager.

• Update Territory Manager on schedule changes.

Customer Service

• Contact schools regarding any PMR issues

• Provide customer support to schools via phone or email

• Troubleshoot photography and yearbook issues

Communication

• Open and prioritize mail and deliveries

• Monitor email and print as necessary

• Update Operations and/or Territory Manager on issues and resolutions of issues

Other

• Additional tasks as assigned by the Territory or Operations Manager.

Education:

High school diploma, some college or associates degree preferred but not required

Skills:

• Attention to detail
• Communication skills, including oral, written and/or nonverbal
• Various computer skills and basic technology including Spreadsheets, Google Suite
• Human relation and interpersonal skills
• Physical abilities including ability mobility, agility, strength, dexterity, balance, coordination and/or endurance.
• Mental skills, including concentration, memory, reading comprehension, complex decision making, reasoning, analytrical thinking and/or conceptual thinking.
• Problem solving ability
• Standing, walking, climbing, squatting, carrying, lifting (50lbs), reaching and pulling
• Ability to maintain confidentiality
• Ability to successfully build relationships across diverse populations
• High level of energy and enthusiasm
• Competitive and self-motivated
• Valid Driver's License
• Reliable transportation: You must be able to fit a mobile studio inside your vehicle.
• Ability to manage multiple concurrent projects and meet deadlines.
• Mental skills, including concentration, memory, reading comprehension, complex decision making, reasoning, analytical thinking and/or conceptual thinking.
• Ability to work in stressful conditions at times.
• Characteristics such as: trust, drive, resilience, adaptability, humility, integrity, curiosity, emotional strength and collaborative.