X Is Now Hiring an Office Administrator

Team Xdesign
Now Hiring Office Administrator

Are you highly organized, detail oriented, energetic and want to be part of a fast-paced, creative environment? Then, we want you to join one of the city's most decorated advertising agencies, Xdesign Inc.

Job Title: Office Administrator
Reports to: General Manager

RESPONSIBILITIES:

  • Ensures that all projects are 100% accurate. This includes proofing, spell checking, checking phone numbers, email addresses, physical addresses and testing websites to make sure that all links are working correctly and are active.
  • Writes and organizes copy as needed.
  • Communicates with vendors for obtaining quotes and delivery of artwork.
  • Communicates directly with clients when requested by Account Executive.
  • Handles data entry when needed, such as uploading content to websites, gathering, organizing and creating content for the production team for projects.
  • Schedules jobs when necessary.
  • Covers reception desk at all times except when out of the office or on break.
  • Arranges with another designated member of staff for desk/phones to be covered when absent.
  • Answers all phone calls in a friendly but professional manner, and forwards all calls to the appropriate staff members promptly and smoothly.
  • Receives all company mail and forwards to appropriate agency personnel.
  • Receives and signs for all deliveries/courier shipments, first verifying contents per shipping bill. Notifies appropriate personnel when packages/deliveries arrive.
  • Arranges all courier pickups. Prepares courier/shipping labels per instructions provided by staff members. Coordinates all FedEx and UPS deliveries.
  • Prepares outgoing mail and correspondence on request, including processing letters, labels and envelopes.
  • Greets all visitors to agency promptly and in a welcoming manner, and acts as host until appropriate personnel are notified of visitor's arrival.
  • Makes certain coffee/hot water/beverages are available at all times and offers them to guests when they arrive.
  • Inventories office supplies (letterhead, forms, coffee, soft drinks, paper towels, bathroom supplies, etc.) and reorders once approved.

Handles other miscellaneous office duties such as the following (but not limited to):

  • Scanning items as needed
  • Running errands as needed
  • Updating the Master Calendar
  • Maintaining conference room and creative room so they are presentable for meetings

What winning at this position looks like:

  • Accurate work that is free from errors
  • Customers praising your personality from communications on the phone and when greeted in person
  • Staying one step ahead of requests
  • Arriving at work on time, and upholding office policies and procedures
  • A team spirit

Think you have what it takes? Apply now!


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XDesign, Inc.

8530 Quarters Lake Road
Baton Rouge, LA 70809
225.928.9999