Duties of the Office Administrator include but are not limited to:
Receive and Enter Invoices: Enter invoices into Workday and assign invoices across the Company along with supporting documentation.
Accounts Receivable: Print invoices and send to customers with tear sheets.
Postage and Mail: Maintain postage machine, create postage reports and recharge postage balance as necessary. Open and distribute mail to the appropriate department/person throughout the office.
Corporate Accounting Assistance: Assist the corporate accounting department with various items, as requested.
Salesforce: Order entry, manage bookings. Be knowledgeable about the system/process - pipeline, opportunities, etc.
Production: manage weekly production report/manifest; provide weight/ad percentage to printer.
Cash Management: Receive checks sent to the market and forward to the lock box. Notify customers of the lock box address.
Budget: Assist Publisher or Business Unit Operating Head in preparing the business unit's annual expense budget.
Business Unit Office: Manage all general office needs including telephone system, equipment service agreements, repairs and maintenance. Serve as liaison with office building management. Review and facilitate office supply requisitions and order fulfillment.
Contract Administration: Manage client contract work flow, including the implementation and ongoing process management of electronic contracts as well as supporting the insertion order process as needed.
Employee Support: Coordinate employee onboarding with centralized HR Partners, to include new employee orientation, office set up, business cards and I-9 verification. Assist employees in locating the correct employee service such as help desk, benefit service center, employee self-service tools, eagle-i and SharePoint.
L. Events: assist with event duties as needed; including but not limited to event registration, name tags, set-up/breakdown, communication to attendees.
M. Community. Participate in business unit-sponsored events promoting the paper.
N. Professional Development. Participate in all training offered by his or her business unit and ACBJ.
O. Other. Take on any other assignment requested by the Publisher or Business Unit Operating Head.
Requirements:
Education: High School diploma - 2-year college degree preferred.
Experience: Three to five years preferred.
Specific Skills: Excel, word processing, Salesforce experience a plus; ability to learn new systems as needed.
Compensation: TBD