JOB TITLE: Office Manager/Client Services Coordinator
SUPERVISION RECEIVED: SVP, New Vertical Markets/General Manager, Chicago / Associate Director, CS/CS Manager Support
EXEMPTION STATUS: Non-Exempt
JOB SUMMARY: The Office Manager/Client Services Coordinator is responsible for creating and maintaining a service-oriented and supportive environment for the Chicago office and its employees. This includes driving a highly organized, efficient, and happy office culture by managing office operations and processes. The person in this role also oversees the administration of client projects by facilitating the project management process and maintaining project information in InVision’s database. This person provides administrative support to the account management team participates in the proposal process as required.
RESPONSIBILITIES: The responsibilities include:
Office Responsibilities
- Continuously think of ways to improve employee experiences and brainstorm new ways to update office processes
- Manage incoming guests, by phone or in person in a professional and helpful manner
- Maintain a fun, energetic, and positive work environment by spearheading office parties, lunches, fun days, and company offsites
- Collaborate the VP, Operations and assist in overall operations tasks (work with building on maintenance/drills, office moves, office budget, etc.)
- Participate in the Culture Club to implement culture events and activities
- Manage office trainings and implementation and liaise with headquarters and satellite offices in this regard
- Collaborate with the VP, Operations to review current office and company procedures and implement changes to make operations more efficient, sustainable, and fun
- Be a satellite extension to HR, IT, and Finance departments
- Learn and master systems used internally to be a resource to all employees
- Administer team meetings by managing agendas, taking, and distributing minutes and arranging catering when needed
- Assist account team with general administrative requests including travel arrangements, expense reports, cell phone bills and AMEX reports
- Purchase and send client gifts as requested by Account Managers
- Provide backup to the other departments and performing administrative tasks as required
- Miscellaneous errands, shopping, shipping, etc.
- Special projects
Process Administration
- Maintain and update client information in InVision’s database
- Maintain unassigned and assigned client list in database and intranet
- Open, maintain and update project information in InVision’s database
- Meet with Account Managers regularly to review updated “open” job list
- Work with Account Managers to ensure that all forecast information is accurate and up to date in InVision’s database
- Ensure client and contact information is updated in InVision’s CRM database on regular basis
- Work with Account Managers and Accounting to generate client invoices in accordance with internal policies and client agreements
- Work with Account Managers, Accounting and clients to secure client purchase orders and client payments
- Collaborate with Account Managers and Accounting on account receivable aging report bi-weekly
- Work with client’s accounts payable division to resolve invoicing issues
- Work with Producers and Account Managers to ensure all information needed to close jobs are ready and facilitate closing of jobs
- Ensure all scopes of work, budgets and purchase orders are correct and, in the database,
- Verify all archived proposal and project elements are in database as described in the archiving checklist
- Close jobs in Project Management database
Skills, Knowledge & Abilities
- Familiarity with standard accounting practices
- Excellent organizational skills and attention to detail
- Ability to multi-task
- Ability to work well under pressure in a fast paced, dynamic environment
- Ability to work independently as well as part of a team
- Excellent communication skills
- Excellent working knowledge in Office Suite
- Familiarity with setting up office workstations and computer equipment
- Excellent working knowledge CRM software
- Passion for providing excellent service and quality
HOURS: The normal office hours are 8:30 a.m. to 5:30 p.m., Monday through Friday (40 hours per week). However, due to the nature and the scope of this position, days and hours may fluctuate.
PHYSICAL REQUIREMENTS: Ability to perform job duties that may include an average amount of lifting (+ or – 25lbs.), sitting, bending, stooping and standing is required. This will be an in-office role with the expectation of being in the office daily.
TRAVEL REQUIREMENTS: Minimal travel is associated with this position. Travel for InVision related business is reimbursable at the amount allotted under state & federal guidelines. Must have a valid driver’s license.
EDUCATION/EXPERIENCE: This position requires four years of previous work experience and some familiarity with the event production industry.
The above statements are meant to describe the general routine nature of work performed by people being assigned to this classification. This should not be construed as a contract or an all-inclusive list of job requirements. InVision management reserves the right to alter the job description and/or position classification based upon business necessity and company profitability.
