Office Manager

2 days ago


Vancouver, Canada ECHO Storytelling Agency Full time

**About us**

ECHO Storytelling Agency is a small business in Vancouver, BC. We are inclusive, customer-centric, and creative, and our goal is to help our clients and our employees to deepen relationships with those who matter most..

Our work environment includes:

- Company perks
- Safe work environment
- Regular social events
- Relaxed atmosphere
- Wellness programs

**Job Description (Studio Manager, Regular-Full Time)**

**What we’re looking for**:
**What you’ll do**:

- **Administration**_
- Answer telephone, take messages
- Inter-office communication - you are the heart of the team and will keep all staff informed, organized, and celebrated
- Coordinate and supervise studio improvements
- Keep studio supplies stocked and organized
- Maintain and organize shared server, update computer hardware inventory, coordinate software subscriptions and platforms, liaise with I.T. consultants as needed
- Manage shipping and receiving
- Liaise with maintenance companies and building management
- Maintain and update studio book inventory and loan list
- Receive and track invoices, track bill payments, mail cheques, make bank deposits, coordinate wire transfers
- Update budget spreadsheets and work with bookkeeper and project manager to resolve any questions
- **Client Communication**_
- Assist with client gifts and communication
- Welcome clients and visitors to the studio
- Maintain database of all past clients’ milestone dates and ensure contact information is up to date
- Coordinate custom card designs with Production Coordinator
- Write greetings and mail cards to clients honouring birthdays and holidays
- **Projects**_
- Maintain contact database of ECHO writers and communicate with them re: procedures and logistics, expenses, transcribing, invoicing, and general troubleshooting as needed
- Maintain project info files on Airtable
- Receive, ship, and archive completed books
- **Human Resources**_
- Coordinate staff events and special occasions
- Onboard new staff
- Coordinate workstations for new staff and contractors
- Maintain and update employee handbook
- Track staff vacation schedules & sick days
- Maintain updated contact info on all staff and contractors
- **Operations**_
- Identify, and execute with the support and direction of the Manager of People & Projects, discreet projects around the studio that will improve operational functions and employee happiness

**A bit more about you and the role**:
As Studio Manager, you will work most closely with the Manager of People & Projects. You will be adept in communication, fierce in organization, and thorough in your attention to detail. You are highly efficient, getting things done in half the time someone else might, and you thrive on solving problems. You relish taking care of people and have a contagious, energetic spirit. You see magic in spreadsheets and triumph in relationship building. You also love fun, storytelling, and, especially, collaboration. When problems arise, you’ll feel comfortable communicating — with patience, diplomacy, and creativity — a plan to do whatever it takes to complete tasks to the highest organizational standards. As a person who has a bead on most goings-on in the studio, you will also have the opportunity to showcase any additional skills you have that might span our departments: love photography? Take shots around the office for our social channels. Enjoy writing? We love to publish blog posts. All about systems? Propose changing up one of ours. We’re a small office and welcome everyone to bring whatever passions and talents they have to the table.

**What we offer**:

- A subsidy toward professional development after a probationary period of 3 months
- Access to a Health Spending Account benefits package after a probationary period of 3 months
- The occasional afternoon beer/cider/glass of wine with the team where stories are shared and cheezies are on offer
- Participation in the annual ECHO retreat — a day-long adventure at our president’s beautiful cabin on an island in the Salish Sea
- 15 vacation days (plus stats)
- A flexible workplace that succeeds because of mutual trust between colleagues
- Staff celebrations: having a birthday? We’ll get you a cake. Celebrating a work anniversary? We’ll get you a cake. Retiring? We’ll get you a cake. We like cake.
- The chance to work with a creative team of highly talented pursuers of excellence. Our small team means you’ll be exposed to every aspect of our business, giving you an opportunity to learn, grow, and succeed
- The opportunity to work with a wide variety of clients (manufacturing, law, retail, mining, oil and gas, forestry, not-for-profit, education, healthcare, insurance, accounting, hospitality, construction, engineering, real estate). Our projects are both corporate and private (ie, personal memoirs), and clients include ultra-high-net-worth individuals and families

**What you need**:

- Proven experience as an Office Manager or Adminis



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