Experienced Office Manager

Our Office Manager is responsible for managing the day-to-day operations and the supervision of the internal office team, comprised of accounting, media services, general office operations, and human resources.

The position reports to the CEO and advises management of each of the office operation’s progress, any glitches, solutions to those issues, personnel performance, and any new and innovative ideas for providing client and customer service.

• Responsible for overseeing the day-to-day supervision of the office staff – scheduling, assigning tasks and projects
• Responsible for determining staffing needs, hiring and training of new employees, and onboarding process for new employees
• Monitors and oversees the performance of the office staff and providing timely performance feedback
• Responsible for overseeing the training and support of all office staff and coaching of team members who are experiencing difficulty with their duties

Oversees, and manages the following Accounting Duties:

• Managing the Accounting team and working closely with our outside bookkeeping/CFO firm
• Managing the AP/AR process using proprietary Company and other accounting software, involving:
• Reconciliation of Station Affidavits
• Client Invoicing
• Client Collections
• Client reconciliations when needed
• Weekly Station Check Runs
• Station Refunds
• Daily/weekly posting of cash receipts and disbursements
• Daily deposits to financial institutions
• Working with CFO during month-end functions involving:
• Month end balancing
• Month-end reporting (compiling and sending to CFO)
• Backup for the payroll process on a bi-monthly basis

Oversees, and manages the following Media Services Duties:
Managing the Media Services team and their involvement with: 

• The generation and maintenance of contracts for clients
• The timely and efficient e-filing of business orders/confirmations
• Media Traffic, Client Response, and Attribution
• Overview/Reconciliation of ‘client media budgets’ as needed
• A variety of business operation reports/data
• Assignment of media services projects as needed (monitoring, problem-solving, and of a troubleshooting nature)
• Data Entry, utilizing specialized software and systems
• Resolving issues that arise between client and/or stations/social media platforms
• Communicating with clients/customers and maintaining effective working relationships
• The generation of a variety of reports from company software and office systems to monitor service timeliness and effectiveness
• Assigns and manages general office duties (e-filing documents, answering phones, ordering office supplies, receiving and distributing mail, handling office maintenance issues, office equipment issues, etc.)
• Meets with the office staff regularly to resolve any workflow issues
• Manages the update request process for the CONAN software system (briefing of software developer about problems and needs for improvements, testing of solutions, documentation, and distribution of improvements, and records all CONAN changes in the Apex Media Procedure Manual)
• Responsible for updating the Apex Media Operations Procedure Manual
• Identifies the need and assigns office projects (assisting with monitoring, problem-solving, troubleshooting)
• Leads monthly (or as needed) office operations meetings
• Helps promote the Company culture that encourages top performance and high morale of the office staff
• Manages PTO requests for adequate office service delivery
• Effectively manages and resolves any conflicts of an interpersonal nature among office staff
• Complies with Company policies and procedures as outlined in the Employee Handbook and Policy Manual and recommends any necessary modifications
• Actively participates in the budgeting, reporting, planning, and auditing process for office services.  Provides a weekly office services management update to the CEO        
• Participates in the planning and implementation of Company meetings
• Reviews a variety of business operation reports/data 
• Ensures that company-directed emails and mail are being referred and handled effectively 
• Completes other tasks as assigned by the CEO

• 10 years of business office experience
• Seasoned supervisory skills/experience; hands-on experience with leading a team
• Experience working with all levels of employees/management
• High degree of interest in learning about the industry, the Company and how it works
• Ability to grasp the company’s mission and the office services staff’s contribution in attaining it
• Self-starter, with a positive attitude, who enjoys working through other people to achieve exceptional results
• Strong work ethic; conscientious, independent thinker, and high degree of self-initiative; high achiever, results-oriented
• Honesty / Integrity - Ability to be truthful and be seen as credible in the workplace
• Passion for operations and an excellent understanding of how to manage both people and projects
• Strong business operations acumen;ability to grasp and understand business concepts and issues
• Team player who loves a good challenge, has a high level of integrity, and works diligently to exceed expectations
• Strong leader who is also willing to follow and implement other’s visions while having fun with colleagues and clients
• Willingness to accept another person’s opinion and way of completing a task
• Resourceful (People Equipment) - Ability to utilize the proper usage of equipment, facilities, materials, as well as personnel
• Delegating Responsibility - Ability to delegate authority and/or task responsibility appropriately
• Empathetic - Ability to appreciate and understand the feelings and ideas of others
• Assertiveness - Ability to act in a self-confident manner to facilitate completion of a work assignment or to defend a position or idea
• Strong problem solver and a fast learner
• Time Management - Ability to utilize the available time to organize and complete work within given deadlines
• Analytical with strong problem-solving and decision-making skills; decisive. Attentive to detail while working with a high volume of data; well organized
• High level of accountability, accuracy, and efficiency especially when multi-tasking; with ability to remain motivated and positive
• Ability to work well under limited supervision
• Exceptional communication skills (both verbal and written)
• Strong interpersonal skills
• Enthusiastic, bringing energy to the performance of a task
• Energetic - ability to work at a sustained pace and produce quality work
• AP/AR knowledge and experience.Proficiency with Microsoft Windows suite and utilizing software systems
• Keen knowledge and experience with office practices and office equipment

Apex Media has an impeccable reputation within the media industry for over 30 years.   

We keep nonprofits, universities, and faith-based organizations moving forward by challenging the ‘status quo,’ and confidently producing the results they’re striving toward.  Our team uses various media platforms to advance our client’s voice, raise support for their cause, and ultimately transform lives through their organization’s mission.

Learn more about Apex Media Partners, LLC at www.apexmedia.com.

We believe that a healthy workplace environment is key to satisfaction and personal fulfillment.  We maintain a strong commitment to teamwork, accessibility within the company, and quick recognition to celebrate successes and accomplishments.   In addition to a competitive compensation package, Apex Media provides a comprehensive suite of employee benefits.