- 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.
- Events: assist with event duties as needed; including but not limited to event registration, name tags, set-up/breakdown, communication to attendees.
- Community. Participate in business unit-sponsored events promoting the paper.
- Professional Development. Participate in all training offered by his or her business unit and ACBJ.
Education: College degree preferred.
Experience: Three to five years preferred.
Specific Skills: Excel, word processing, Salesforce experience a plus; PowerPoint savvy, project management, ability to learn new systems as needed.
Skills Required
- Enter invoices into Workday and maintain supporting documentation
- Salesforce order entry, manage bookings, understand pipeline and opportunities
- Manage accounts receivable tasks including printing and sending customer invoices
- Maintain postage machine and postage reporting; open and distribute mail
- Coordinate employee onboarding, new hire orientation, office setup and I-9 verification
- Manage office operations including telephone system, equipment service agreements, repairs, and liaison with building management
- Manage client contract workflow and electronic contract processes, support insertion orders
- Assist corporate accounting and cash management (forward checks to lock box, notify customers)
- Assist Publisher or Business Unit Head in preparing annual expense budget
- College degree
- Three to five years of relevant experience
- Proficiency with Excel and general word processing
- PowerPoint savvy and project management skills
- Experience with SharePoint and internal tools (eagle-i)
- Ability to learn new systems as needed
What We Do
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