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Office Manager

As SPARK’s Officer Manager, you make an important first impression on our guests and are the glue that binds us all together. You have a knack for executing internal initiatives, a resourceful/creative approach to solving problems and have a genuine passion for providing support within fast-paced creative agency. You are a positive, empathetic and proactive self-starter, who anticipates the needs of others and understands how to support multiple internal teams simultaneously. You will masterfully (and flexibly) juggle internal schedules, recruitment efforts and support leadership/agency desires and find solutions for a variety of daily operational needs.

The Basics

1-2 years of experience within a creative/marketing department or within a customer service role
Excellent written, verbal communication skills as well as the ability to rally and delegate
Meticulous attention to detail

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Office Administration

  • Greets SPARK client/partner/vendor guests in person and on the phone to ensure an elevated SPARK brand experience
  • Executes agency/employee initiatives and drafts/shares general office communications and policies
    • Manages and communicates internal kitchen duty schedule and monitors for completion
  • Provides general data entry and administrative support for various teams
  • Maintains all printer, office and kitchen supplies
  • Collaborates with departments to identify and procure holiday gift items
  • Manages internal shipping and receiving processes
  • Facilities management and upkeep of SPARK office(s)
    • Schedules all office repairs/maintenance and various cleaning schedules, etc.
    • Maintains and organizes supply closets, meeting spaces and other common areas
    • Assists with building beautification projects and décor
  • Manages laptop inventory and software/account management
    • Sells old office equipment, purchases new laptops and tracks computer inventory
  • Creates/manages travel profiles and assists with booking travel when needed
    • Shares travel policy details and communicates budgets for booking travel
    • Ensures CA visitors feel welcome, and taken care of, when visiting FL
  • Partners with leadership to update, document and communicate internal SPARK policies
  • Manages talent management software (Impraise) training and administration
    • Partners with managers to set/meet key milestones

Partner Operations

  • Assists with the scheduling and execution of leadership meetings
    • Schedules director meetings, leadership offsites and assists with arranging accommodations for client visits
  • Assist with pulling, creating and delivering various reports and presentations
  • Arranges owner check points with SPARK employees
    • Schedules 1:1 meetings with owner and employees during scheduled visits
  • Assists leadership with office interior/exterior design/renovation updates


    • Partners with hiring managers and operations team to ensure consistent on-boarding/off-boarding experience and regularly identifies areas for improvement
      • Shares new hire instructions and documents and verifies completion and filing
      • Explores new/more efficient ways to onboard employees and remains current on best practices/technology
    • Assists with HR functions by keeping personnel records accurate and organized
    • Manages the job posting process and coordinates SPARK career website updates
    • Reports on recruitment spending budget and partners with hiring managers to determine job requirements and appropriate level of effort/priority
    • Coordinates the candidate review process
      • Organizes incoming applicants and manages overall organization/communication of resumes and application details
      • Schedules candidate phone screens/interviews and gathers post-interview feedback from interviewers

Recognition and Events

  • Coordinates STOKED community service days
  • Organizes and schedules SPARK days, holiday parties, happy hours and organizes weekly agency meetings
    • Partners with various teams (and culture committee) to brainstorm ideas and execute SPARK events
    • Gathers meeting content from presenters prior to weekly agency meeting
      • Confirms that presentation content is shared with CA office prior to meeting as needed (video links, audio, etc.)
      • Engages with remote/CA employees and encourages participation in meeting by providing opportunities for them to speak
  • Maintains/monitors recognition budget
  • Purchases and delivers employee gifts for on-boarding and special occasions

Experience and Qualities


  • 1-2 years of experience within a creative/marketing department or within a customer service role
  • Excellent written, verbal communication skills as well as the ability to rally and delegate
  • Meticulous attention to detail
  • Ability to work under pressure and execute against tight deadlines and budgets
  • Highly computer literate with an interest in technology
  • Inquisitive and resourceful when troubleshooting issues and finding solutions
  • Strong organizational, time management, decision-making and problem-solving skills
  • Familiarity with an applicant tracking system


  • Exposure to Labor Law (CA and FL) and employment equity regulations
  • Event planning and execution skills
  • HR administration or people management skills
  • Workamajig Experience
  • Survey creation/administration skills

Still with us?
Then apply to join us.

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