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Office Manager

10 March 2010

Description

We're X-BAR, a growing IT services company that offers strategic consulting and support to small and medium-sized businesses, plus something else: real people. We like to think of ourselves as trusted technology advisors who help clients get the most out of their IT investment, and who know how to talk to them as human beings. We like to say that we turn technology into possibility.

And we really need an office manager. It’s a fulltime position that offers you a chance to help a company grow, while you do some growing of your own—advancing your career, increasing your skills and experience, and working in a truly progressive environment. And let’s not forget to mention the competitive compensation and benefits package. .

Sound like a team you'd like to join? Up for the challenge? If so, take a look at the requirements below, then shoot us an email with your resume and cover letter to #. We look forward to hearing from you.

Responsibilities

For this position, we really need an exceptional person—someone interested in supporting both the human and technical sides of technology. You’ll rely on excellent client service, problem solving, leadership, and communication skills to:

Bookkeeping

  • Provide accounting support to bookkeeper and CPA, including A/R (processing payments, managing collection process, making bank deposits), and A/P (processing incoming bills)
  • Assist with financial reporting
  • Manage service agreements within billing system and billing process, respond to client billing questions

Sales & marketing

  • Assist with creating, editing, and delivering proposals, estimates, and hardware/software quotes
  • Manage hardware and software procurement process, including order fulfillment/tracking and returns
  • Provide support for traditional and social media-driven marketing and lead generation campaigns; assist with creating and editing marketing content, coordinate work with designers and writers
  • Assist with event planning and execution, manage registration process, coordinate venue/food, setting up venue, and staffing events
  • Manage monthly newsletter and company blog, gather and edit content from staff, manage publication/distribution process
  • Assist with maintaining company website and social media presence
  • Assist with maintaining CRM database; update company/contact information and communication preferences; record sales and marketing activities; import marketing/lead lists

Office management & administrative

  • Manage office operations; order, receive, and organize office supplies; manage office vendors; maintain cleanliness and organization of office, kitchen, and conference room; maintain records and filing system, manage alarm system; manage relationship and coordinate service requests with building management
  • Manage company vehicle; coordinate service appointments
  • Provide HR support; assist with processing benefits paperwork; support hiring processes; assist with scheduling ongoing education and training for staff
  • Provide administrative support to company owner and management team, including scheduling appointments, booking travel; provide general administrative support to staff
  • Perform general clerical duties,including photocopying, faxing, shipping and receiving, and filing
  • Coordinate office related activities and events, including annual dinner, open houses, and other special events
  • Provide light receptionist duties, welcome visitors to office, determine nature of business, and announce visitors to appropriate staff member

Service delivery

  • Perform pre-processing steps on incoming service tickets, clean-up and evaluate tickets, assign and dispatch tickets to support team members
  • Answer incoming phone calls, open/update service tickets as needed, communicate ticket status to clients
  • Convert incoming support requests to service tickets (e.g. voice messages)
  • Manage service boards to ensure timely and efficient completion of service tickets, communicate urgency and staleness of service tickets to support team, follow up on open tickets to ensure X-BAR responsiveness

Qualifications

Like we mentioned, a well-rounded person will really thrive in this position. Yes, you’ve got to be responsible, accountable, and professional. You’ve got to have a strong communication and organizational skills. But most of all, you need to bring a genuine enthusiasm for what technology can do for people. Plus, of course, all these important things:

  • BA or BS degree, preferred, with a minimum of 3 years professional experience, ideally in a technology and/or professional services company
  • Strong experience using with Microsoft Office, including Word, Excel, Outlook, and PowerPoint
  • Superb written and verbal communication skills, including ability to create and edit content
  • Knowledge of generally accepted accounting principles and solid experience with QuickBooks
  • Experience using a CRM system to manage prospect and client data, and to track sales and marketing efforts (ConnectWise preferred)
  • Experience with a newsletter publication/management tool (Constant Contact preferred)
  • Experiencing maintaining websites, proficiency with HTML and coding principals
  • Ability to generate and maintain clear documentation and records
  • Proven success working independently; superior organizational, problem-solving, and analytical skills; close attention to detail; confidence to take on challenges and responsibilities without waiting to be told what to do
  • Professional demeanor and appearance, and unwavering commitment to delivering superior client service
  • Ability to provide a current/valid WA state driver license, clean driving record, and proof of insurance
  • Ability sit for extended periods of time, operate a personal computer, visually inspect computers, cables, and related equipment, conduct oral communication via telephone, occasionally to lift 40+ pounds, and work under desks and in confined spaces

Location

We love our offices in downtown Seattle’s Pioneer Square neighborhood, and we think you will too.

Compensation

Annual base compensation for the position is $35,000–$45,000, depending on your experience, plus potential for additional compensation based on company profitability. Comprehensive benefits package include 3 weeks of earned time off plus 8 company-paid holidays; fully-paid medical, dental, vision, life, and long-term disability insurance; company-matched individual retirement savings account; and a company-paid bus pass. (Admit it, the bus pass convinced you.)

Employment Policy

As an equal opportunity employer, X-BAR embraces diversity and does not discriminate in employment on the basis of age, race, color, creed, gender, religion, marital status, veteran’s status, national origin, disability, or sexual orientation.

Contact

Let's do some talking about both our futures. Send your resume and cover letter to # today.