Job Details

Shared Services Operations Manager

San Francisco, CA

About this role

Are you mind-bogglingly stellar at everything you do?

Can you multi-task, field questions from internal and external clients, and help run an office like a "lean, mean fighting machine" all while delivering positive customer service that is absolutely infectious?

Are you looking for a company you can call home? A place where people understand that "work/life fit" isn't just something to put on the company website, but an idea that's put into practice every workday?

Then we've been looking for you!

Aquent is the world's leading Creative and Marketing staffing firm, founded over 25 years ago on these four guiding principles:

  • People Make the Difference

  • Holism

  • Relentless Pursuit of Customer Value

  • Continuous Learning and Improvement

We're not kidding, we love our company, and we're looking for a top Office Manager to add to our Shared Services team!

Primary Responsibilities of an Office Manager

  • Knowledge of employee benefits programs (state sick time law knowledge a bonus)

  • Consistently provide an outstanding experience to talent, client and staff.

  • Manage the talent onboarding process, including Aquent/client paperwork, process background checks, complete I-9’s, E-verify and other client requirements requirements, and provide the talent with a comprehensive orientation.

  • Manage the facility including moves and general maintenance. Manage vendor relationships, including accounts payable/invoices for local facility to ensure timely payment.

  • Troubleshoot technical issues for any facility devices, working with EIS department to resolve issues. Ensure devices are well maintained and properly working.

  • Greet guests/visitors & main line phone support; including but not limited to talent & client requests around benefits, invoicing, timecard questions and worker’s comp claims.

  • Order office supplies and equipment from approved vendor(s) while remaining within allotted budget.

  • Work with Hiring Managers to prepare work space and onboard/orient new staff members, including but not limited to, phone setup, computer setup and introduction to working with OM.

  • Provide additional support as needed on a timely and consistent basis, including but not limited to filing, office appearance, serving as interface with on site realty company to resolve office issues, work with internal staff to resolve client/talent issues on an ad hoc basis, etc.

  • Plan and execute events for staff on a regular basis and talent/client as needed.

  • Other duties as needed by both local and Shared Services team.

  • Play a major role in solving significant business problems and accomplishing a wide range of projects for internal and external clients via the Shared Services team.

Goals and Performance metrics

Maintain high levels of customer satisfaction based on results of semi-annual survey.

Completion of Shared Service and other goals set by manager.

Critical Competencies:

  1. 1-3+ years administrative business experience

  2. Knowledge of payroll processing and time tracking Knowledge of A/R and A/P

  3. Proven ability to learn new technology quickly

  4. Experience troubleshooting and supporting field operations in areas specific to computers, software, and cloud computing

  5. College degree preferred

  6. Extreme attention to detail, and strong organization skills.

  7. Strong Microsoft Office skills and Google Apps knowledge a plus

  8. Excellent written and verbal communication skills, including presentation skills.

  9. Customer service fanatic

  10. Proven ability to solve problems, make decisions, and resolve conflicts

  11. Self motivated and takes initiative

  12. Flexible and embraces change

  13. Experience managing multiple priorities

Aquent is an equal opportunity employer. We evaluate qualified applicants without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, and other legally protected characteristics.


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San Francisco, CA
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