Office Manager/Concierge

Think Traffic; Philadelphia (Philadelphia County); On-site; USD 40,000 - 60,000; Full time

Job summary

Think Traffic in Philadelphia seeks an Office Concierge to support accounting and day-to-day admin for a busy marketing agency. The role requires strong organizational and communication skills, attention to detail, and the ability to balance multiple priorities while meeting deadlines.

In-office presence is required with at least 3 days in the office per week. You will handle reception, clerical duties, and basic accounting tasks under supervision.

Qualifications

• 2+ years experience in office administration or accounting support
• Strong organizational and communication skills required
• Detail oriented with ability to manage multiple priorities

Responsibilities

• Assist with day-to-day administrative duties for management and staff
• Greet visitors and handle front-desk duties
• Maintain office upkeep and common areas, kitchen, reception, and conference rooms
• Support facilities operations and coordinate with vendors/contractors as needed
• Support scheduling, events, and calendar management
• Assist with client gifts and event logistics as required
• Manage office supplies, shipping, filing and general clerical tasks
• Coordinate travel reservations and interagency communications as needed
• Provide support for special projects and onboarding of new hires
• Assist with basic accounting tasks under supervision (AP/AR, reconciliations)
• Support monthly close process and reconciliations
• Collaborate with management to ensure deadlines and accuracy

Skills

Accounting

Administrative support

Organization

Communication

Detail orientation

Multitasking

Team player

Tools

MS Office

Excel

Job description

Are you a go-getter, problem-solver, lunch-maker, challenge-taker, big-smiler, go-the-extra-miler? We’re looking for someone to be the face and backbone of one of Philadelphia’s most exciting agencies

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Think Traffic is currently seeking a highly motivated individual with strong accounting, organizational, and communication skills for immediate hire. The Office Concierge will provide day-to-day admin and accounting support to a busy Philadelphia based marketing agency. The candidate must be able to maintain workload on or ahead of deadlines, while maintaining quality and accuracy, be detail oriented, and able to balance multiple projects and priorities while remaining productive. The following duties are performed through the supervision of executive management. This role requires at least 3 in office days per wee

k. Administrative/Office Responsibiliti

• es:Assists with all administrative duties to the management t
• eamWelcomes all agency guests by greeting them in person or over the ph
• oneMaintains office upkeep, appearance, and organization of common areas, kitchen, reception area and conference roo
• ms.Responsible for facilities' day-to-day operations (such as access keys, facilities management, workspace set-
• up)Works with facilities management or other outside contractors to insure a great work environment for staffers; security, housekeeping, general repairs, emergency communication, recycling, heat/water problems, e
• tc.Manages renovations & repairs when required: painting, electrical, construction, new furniture,
• etcHelps to manage all office equipment; maintenance, repairs, and suppl
• iesWorks closely with the management team to help facilitate new hire onboard
• ingAssists management team to plan and execute all company functions/events, employee birthdays, anniversaries, etc. by sourcing materials, sending calendar invites, and ensuring that proper gifts are sent time
• ly.Manages client gift lists and executes as appro
• vedProvides filing, mailing, shipping, organization of agency supplies, inventory management, and other clerical support for age
• ncyCoordinates and assists teams with any client needs including but not limited to reserving conference rooms and placing catering orders for any client or internal meeti
• ngsResponsible for all interagency communications of meetings, agency events and any general IT or facilities iss
• uesCoordinates intercompany travel and reservations, hotel accommodations, pick-ups for clients and staff members as nee
• dedSupports management with all requests including but not limited to errands, personal shopping, groceries, shipments, travel bookings, and calendar managem
• entMaintains vendor relationships, both internal and external to the organizat
• entAssists with special projects as assig

ned Accounting Responsibilit

• ies:Accounts Pay
• ableAccounts Receiv
• ableCredit Card Reconciliat
• ionsAssist in monthly close pro

cess Requirem

• uired2+ years experience running/maintaining an o
• ffice2-3 years accounting experience pref
• erredEnthusiastic with excellent verbal and written communication s
• killsTeam player with a positive attitude and the ability to interact effectively with staff at all levels of the organization as well as with outside business con
• tactsStrong problem solving skills and detail ori
• entedThrives in a collaborative, fast-paced enviro
• nmentAbility to work under pressure, meet deadlines, prioritize, and handle multiple projects simultane
• ouslyMust be MAC literate, proficient in MS Office and Excel with easy adaptability to new technol
• ogiesMust possess a valid driver’s license and have access to reliable transportation to make runs as n