Receptionist / Office Manager

We’re looking for an experienced full-time Receptionist / Office Manager with the ability to help manage our busy agency. The role involves a wide range of administration and support tasks. Basically, you’re the go-to person for a whole bunch of stuff. You need to have great attention to detail, brilliant organisational skills and truly enjoys making things happen.

General Responsibilities:

  • Being our friendly and professional ‘Director of First Impressions’.
  • Monitor and maintain weekly WIP and Hot List in conjunction with AE’s and AM’s.
  • Help with the smooth day to day running of the agency:
    • Set up for meetings and maintain meeting rooms.
    • Maintain kitchen supplies and coffee machine as required.
    • Monitor and order of office equipment, supplies & repairs.
    • Office barista – when time permits.
    • Maintain & order office / grocery / bar supplies as required.
    • Maintain Spinach diary.
  • Help bind, compile / collate PowerPoint documents for presentations to clients / new business prospects.
  • Help monitor Boardroom/Research Room AV equipment use for recording / dubbing to DVD.
  • With Production Manager, monitor office IT issues / updates / support required.
  • Organise Spinach social events for Client’s/Staff:
    • Invitations / RSVP’s.
    • Catering / decorations.
  • Filing / Storage system
    • Timely filing of hard copy to filing cabinets.
    • Archiving to Securaway or off-site storage facility.
    • Maintain a tidy store / filing room.
  • Executive Assistant duties to the three Directors.

Finance Responsibilities:

Assist our Financial Controller and Finance Director in a variety of tasks including:

  • Maintain the input of data (clients / employees / suppliers) into the Accounts Program- Job Bag.
  • Process / reconcile all incoming supplier invoices.
  • Monitor / enter staff timesheets.
  • Liaise with Account Service/ Media / Finance / Production for processing of mid-month & EOM invoicing (print JCRs / test invoices / send invoices to clients).
  • Purchase orders as directed.
  • Compile basic Estimates where directed.
  • Monitor/chase debtors.
  • Monitor staff leave.
  • Handle all queries when Financial Controller or Finance Director are not in office.
  • Maintain office insurance policies as requested.

TV Production Responsibilities:

Administration for Agency TV Productions including:

  • Commercial Advice Approval.
  • Material Instructions to Stations.
  • Station dub ordering.
  • Liaise with media buying agencies on upcoming client schedules.
  • Talent fee negotiations with talent agencies.
  • Ordering Mpegs and other dubs as required for various clients.
  • Book Freelance Editors for Spinach In House Edit Suite – estimate/supervise costs.
  • Book Video equipment for small/medium Production jobs – estimate/supervise costs.
  • Ensure finished ads are filed in the correct place on the server when jobs are approved / complete.
  • Book external Audio sessions – estimate and supervise costs.
  • Book edit, telecine and general video post-production sessions.
  • Compile quotes for audio and video sessions.
  • Compile quotes for shoots as needed.
  • Help coordinate and quote photography shoots.
  • Liaise with photographers, stylists, retouchers as directed by art directors and Creative Director.

If this sounds like you, show us what you’ve got via