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Office Coordinator

Small Girls PR (New York City)

Small Girls PR seeks enthusiastic, organized, go-getter with 1+ years experience to join our growing team PART-TIME with opportunity to transition to FULL-TIME within months.

The Office Coordinator must have a Pepper Potts-like penchant for organization and detail along with the drive and command of the Starship Enterprise’s Captain Kirk. Making meaningful contributions to the team, maintaining a poised and calm attitude under stress, and running the office like you own it are key to this role (read: channeling a modern, badass Joan Holloway).
Ideal candidates will have a Bachelor’s degree and 1+ years office support or assistant experience in a fast-paced environment.

Role Responsibilities & Outcomes
Maintain an organized and well-run office space
Maintain a clean & organized work space
Maintain documentation of where everything is in office in layout & uphold this organization
Purchase office supplies and take inventory of current supplies in order to purchase more before an item runs out
Managing vendor relationships & coordination therein for the current SGPR headquarters and any future office spaces: Verizon, Con-Ed, National Grid, Super, Landlord, Cleaning Lady, Insurance Advocates, Health Agents, Contractors, etc. ensuring they are paid on time
Maintain office cleaning schedule & run dishwasher daily
Liaising with IT company for set up & maintenance of office computers, scanner, printer, and wifi
Ideating & coordinating decor that would enhance office aesthetics or efficiencies
Creation & organization of client binders
Responsible for finance tracking and documentation as well as providing on-site support to our remote bookkeeper
Deposit client checks twice a week and report new checks to bookkeeper daily
Track and report client expenses to bookkeeper
Request and process expense reports from employees, reporting to bookkeeper twice a month
Track receipts and categorize outflow of money on company account
Receipt filing and organization
Assist HR lead with onboarding new employees
Respond to inbound emails for hiring
Prepare for new employee arrival by setting up workstations, getting keys made and purchasing business cards
Add new employees to all of the internal systems

Company Culture
Instill positivity into working environment through various means (attitude, activities)
Take charge of employee celebrations: birthdays, anniversaries and pivotal moments with creativity and thoughtfulness
Plan staff lunches once a month and team bonding activities once every quarter
Contribute to client brainstorms as requested
Purchase and send gifts to clients & connections
Liaison between Small Girls East & West
Book travel arrangements when teams travel between coasts
Quarterly purchasing for West Coast office
Coordinate bi-coastal team building initiatives
Coordinate team calendar sharing and manage interoffice updates

Competencies — Examples Include
Detail-oriented — Can spot a typo a mile away, diligent with formatting, double checks everything twice and never forgets or misses a deadline.
Self-starter — You are exhilarated by the opportunity to own entire projects and assignments. You feel totally comfortable being autonomous.
Creative — You love coming up with new and experimental ways to make the office run extra smooth and to celebrate your team members.
Efficient — You are able to work quickly without sacrificing work quality.
Poised — Able to remain level-headed and calm under stress.
Adaptability —You adjust quickly to changing priorities and cope effectively with complexity and change.

About Small Girls
Small Girls PR is a unique communications firm, championing a personal approach to media relations while leveraging new media heavy hitters, stunts & creative campaigns to build buzz among consumers and influencers alike.
Founded in 2010, Small Girls and its staff are digital natives who know how to speak to their tech-savvy peers on behalf of brands. By identifying narratives that are both mindful of trends in media as well as out-of-the-box, the firm has become the agency of record for large brands and helped startup clients reach global audiences. The founders have been featured speakers on the topics of earned media and influencer marketing at Harvard Business School, Forbes’ CMO excursion, UPenn’s Wharton School of Business and more.

Other accolades for the firm include:
Business Insider’s Top 50 Tech PRs
BuzzFeed’s Top Role Models for 20-Somethings
Effie Marketing Award Winners
Forbes’ 30 under 30
Forbes’ Top 15 Women-Led Startup Companies
Marie Claire’s Top 5 Young Guns
PR Week’s Innovation 50
Gary Vaynerchuk’s Top 3 Companies to Watch

The agency is up to 30+ employees and growing 50% year over year, making this a great opportunity to get in with a rapidly growing firm - with the ability to palpably architect the company’s future no matter what level you are hired at. We recently doubled our office square footage (a beautiful space that has been courted by film crews and editorial shoots alike) and acquired an agency in Los Angeles to open our doors on the west coast.

Other things of particular note:
Annual vacation, on us. Check past ones out on Instagram at https://www.instagram.com/explore/tags/sgpretreat/
401(k): Better-than-matching, for 2016 Small Girls will contribute 3% of your annual salary into your retirement savings fund, whether you contribute for the year or not.
Happy working environment: Fun & productive workplace, Non-competitive (employees are recognized for securing placements for clients outside of their direct domain & helping other hub teams), Everyone held accountable for supporting the team.
Strong Company Culture: Group Events (massage & yoga days! themed apparel days! rock climbing excursions!) Celebrations (birthdays! accomplishments! bachelorettes! holidays!) Employees empowered to maintain & institute culture activities (everyone picks up a piece of the SGPR pie at their own interest to put their stake in making this company the best place to be a part of).

How to Apply

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Job posted December 8, 2016