Office Services Manager (Chelsea)

Feb. 16, 2012

New York, NY

Confidential

COMAPNY OVERVIEW

HFA is the nation's leading provider of rights management, licensing and royalty services for the music industry. With over 46,000 music publishing clients, HFA issues the largest number of licenses for the use of music in both physical and digital distribution formats. HFA also serves the D.I.Y. market, with Songfile{R}, the company's fast and easy online licensing tool. HFA's expanded service offering includes a suite of outsourced technology solutions designed to facilitate the administration of intellectual property rights. Additionally, as a technology innovator, HFA is leading the industry in establishing global data standards and is a founding member and Board member of the Digital Data Exchange (DDEX). For the last three years HFA has ranked in the Top 250 of Information Week 500 Relentless Innovators list.

PURPOSE

Office Services is responsible for taking care of all mail and facilities related needs of the office, which include ensuring mail is sorted and mailed in a timely manner, ordering stationary and supplies, catering, copier operations and general office support. The primary responsibility of the Office Services Manager is to oversee a staff of two in the daily operations of the mailroom and support all HFA employees with any mail, supply and catering needs. Client satisfaction being a priority, this position needs to support our clients with the most efficient and cost-effective processes.

FUNCTIONS

Daily functions include but are not limited to:

Managerial Responsibilities

Supervise employees and direct employee work load by reviewing and verifying the employees daily output, advise on errors and develop corrective measures and procedures

Set goals, objectives and individual development plans for employees and track their progress throughout the performance plan year

Provide feedback to employees by coaching and counseling employees on a regular basis to address or resolve performance issues and to improve skills and encourage growth within their roles

Appraise employee performance and conduct semi-annual and annual performance reviews for direct reports

Mail/Packages

Accurately and efficiently sort and deliver incoming mail and courier packages

Pick-up, sort and distribute interoffice mail twice daily

Sort, stuff and mail (through postage machine or by courier) checks, licenses and

statements

Sort and distribute incoming faxes

Train temps when necessary and creatively finds ways to expedite mail during extra

heavy loads

Supplies/Printing

Maintain and order general supplies (includes paper and toner)

Expedite any special supply requests

Order special printing requests (i.e. stationary, business cards)

Track spending and continuously look for saves

Catering

Daily preparation of coffee in both kitchen areas

Order and stock keep tidy kitchens with supplies (napkins, cups, sugar, milk, etc.)

Handle catering requests. This includes placing the order, set up and clean up, routinely clearing garbage and refilling drinks

Quality food at reasonable prices-shop

Facilities

Check the floor twice daily for any blown light bulbs, stock the restrooms and stock the copiers with paper and toner if necessary. This will not be necessary after relocation to 40 Wall Street

Schedule required maintenance for the air conditioning units and the fire extinguishers on a timely basis

Break down the dividing walls for town hall meetings, etc. and help coordinate any office moves

Routinely take stock of and clean out storage closets

Ensure facilities manual is updated

Onboarding of New Hires

Conduct briefing sessions with all new hires, interns, temps on facilities related processes, safety, emergency exits, etc.

Notice of Intents (NOI process)

Manage high volume NOI process which involves sorting, logging, notarizing and mailing. Interact with staff from Client Services, Licensing and Collections

Telephones

Manage phone system as it relates to moves, adds, changes and voicemail administration. This also includes systems troubleshooting and vendor relations. Partner with IT to troubleshoot complex issues

Office Relocation

Own several key initiatives for upcoming office relocation to 40 Wall Street

KNOWLEDGE/SKILLS

Minimum 5 years Facilities Management experience

Strong Service Orientation

Experience developing and managing budgets

Strong people management skills including hiring, training and performance management

Knowledge of purchase order process

Strong interpersonal skills and the ability to work with all levels of management

Excellent analytical, verbal and organizational skills

Strong writing and negotiating skills

Proficient in MS Office, primarily in MS Word, MS Excel

Knowledge of various pieces of the office equipment (copiers, fax machines, postage machines, etc.) for minor repairs and maintenance

Ability to prioritize and multitask and be efficient and detail oriented

Discretion and confidentiality in dealing with mail content

ADDITIONAL REQUIREMENTS

Willingness and ability to work extended hours, off-hours and/or weekends, as required, in support of the company's business needs

Willingness and ability to lift and/or move boxes and/or office furniture

To apply for the Office Services Manager position, please submit your information on our website at www.harryfox.com