Office Manager/HR Specialist

Company Overview

ActiveProspect is an Austin-based marketing SaaS company that has been in business since 2004. Our suite of real-time lead optimization and compliance products are designed for companies engaged in online lead generation. Companies use LeadConduit, TrustedForm and SuppressionList to filter out unwanted leads, document consent for TCPA compliance, and improve conversion rates. We’ve proudly processed over 2B leads for well known brands across a variety of industries!

Job Summary 

We are seeking a resourceful and dynamic Office Manager/HR Specialist to join our small, but fast-growing company. The Office Manager will work on the G&A (general & administrative) Team to efficiently run our office. In this role you should be able to positively handle a wide variety of tasks. The ideal candidate serves as support to the rest of the team in all administrative areas. We are looking for someone who will keep the office bright and buzzing every day.

Responsibilities and Duties

Office Management 

  • Manages all office visitors. Greets visitors and makes them comfortable, ensures coffee is made at all times for guests and employees..
  • Opens and closes the office Monday - Friday ensuring that all common areas and conference rooms are cleaned and ready for the next day. This includes opening blinds, turning on lights, loading/unloading dishwashers, and making coffee before employees arrive every morning.
  • Manages all necessary shopping for office purchases including food, paper products, office supplies, etc.
  • Owns and manages the office calendars ensuring all company events, visitors, schedule conflicts, etc. are identified, resolved, and communicated in a timely fashion.
  • Selects food vendors, orders weekly lunches, preps and cleans up after the group meals. 
  • Maintains relationships with all office vendors.
  • Keeps all common areas and cabinets organized and maintained (bike room, supply room, conference rooms, kitchen, attic, etc.)
  • Handles basic maintenance of office & equipment (changes light bulbs, stocks all kitchen and bathroom supplies, cleans refrigerator, printer ink/toner, etc.)
  • Manages mail: sorting, distributing and scanning as necessary. Accepts mail and packages at door. Goes to the post office as necessary. 
  • Handles all scanning and filing for the office. 
  • Provides support to other teams as necessary when time allows.

Finance

  • Books travel & hotel accommodations & forwards receipts to accounting.
  • Submits office receipts and invoices to accounting. 
  • Manages expenses using Expensify.
  • Handles weekly bank deposits

Event Planning

  • Assists the Facility & IT Manager & Culture Club members with setting up tables, chairs, etc for corporate events. 
  • Books travel (airfare/hotels) for marketing events.
  • Assists marketing with other miscellaneous tasks related to events. 

People and Culture

  • Sets up phone screens and interviews for potential candidates.
  • Assists with greeting candidates, and ensuring a smooth interview process. 
  • Plays an integral part of executing Culture Club & other office activities. 
  • Provides support to other teams as necessary when time allows.

Executive Assistant

  • Assists members of the leadership team with scheduling meetings and managing calendars. 
  • Manages ad hoc projects as applicable. 

Qualifications and Skills

  • 5+ years managing an office setting with at least 60 employees.
  • Comfortable using a Mac.
  • Resourceful with budgets - ability to find creative ways to reduce costs and get the most bang for the buck.
  • Self-sufficient trouble-shooter. Ability to resolve the little day to day problems that come up without assistance.
  • Takes initiative to get things done.
  • Highly organized - the junk drawer at your residence is neatly organized into labeled bins.
  • Professional telephone skills with a strong customer service focus.
  • Excellent communication and interpersonal skills; sensitivity to needs of others.
  • Ability to juggle multiple tasks throughout the day - you are a go-to person. 
  • Must be able to work from 8:30 - 5:00 pm Monday - Friday in our offices. (this role is not eligible for remote work).
  • Experience with American Express travel, Expensify, bill.com, and applicant tracking systems are a plus. 
  • Moderate excel or google sheets experience required. 
  • Must be able to lift 50 lbs and climb small staircase on a regular basis

Benefits and Perks

  • A financially stable company, with the freedom and opportunities of a startup culture
  • Unlimited PTO
  • Live Music Capital Holiday
  • Beautiful office space in Hyde Park (close to Central Market, Vino Vino, and Hyde Park Gym)
  • Retirement plan matching up to 3% of your salary
  • Health, dental, vision, disability and life insurance
  • Medical and Dependent Care FSA available
  • Fun office environment with gourmet coffee,, kegerator, and snacks
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Technology we use

  • Engineering
  • Product
  • Sales & Marketing
    • JavascriptLanguages
    • Elixir Languages
    • AngularJSFrameworks
    • Node.jsFrameworks
    • MongoDBDatabases
    • IllustratorDesign
    • SketchDesign
    • ConfluenceManagement
    • JIRAManagement
    • TrelloManagement
    • SalesforceCRM
    • Act-OnEmail
    • MarketoLead Gen

Location

Our Hyde Park neighborhood is home to beautiful cottages, restaurants, bars, parks and gyms.

An Insider's view of ActiveProspect, Inc.

How would you describe the company’s work-life balance?

I can honestly say that I've never worked at a company that cared this much about work/life balance. The management at AP understands that what's "balance" for one isn't, necessarily, balance for another. AP's open-door policy makes it comfortable to discuss personal needs with our managers in order to find solutions that work well for everyone.

Kara

Sr. Client Success Manager

What projects are you most excited about?

I'm excited about the work we're doing to grow our Self Service segment at ActiveProspect. We're leveraging some powerful tools that allow us to 1) literally watch our clients' first interaction with LeadConduit, and 2) validate our hypotheses to a meaningful degree so we're better able to build features our clients actually want and need.

Jonathan

Product Manager

How does the company support your career growth?

As a baseline, we're encouraged to attend job-specific conferences. More significantly, though, we're given opportunities to try new technologies that make our product better. We learn from each other, and if we have aspirations to do something new or transition into another role, ActiveProspect is extremely supportive in making that happen.

Kelly

Remote - Lead Software Developer

How do your team's ideas influence the company's direction?

Everyone at AP is encouraged to bring forth ideas that impact our strategic direction. Team members at every level and in every department have exposure to our clients, their needs, and many times their operational landscape. Listening to what the team learns and their ideas for solutioning is critical to our continued success.

Jessica

CFO

What are some social events your company does?

Our last company retreat was set in the scenic Texas woods and included bungie jumping during the day, and competing in trivia and Mario Kart at night. We've had happy hours featuring a petting zoo. Our Christmas party had enough food and drinks to feed a super talented and equally down to earth team. It’s always poppin’ at ActiveProspect!

Abe

Junior Implementation Engineer

What are ActiveProspect, Inc. Perks + Benefits

ActiveProspect, Inc. Benefits Overview

It takes a great team to create innovative products that simplify the complex. Here at ActiveProspect, you have the freedom to do your best work – flexible schedules, remote working (we love coffee shops too), health insurance and benefits, unlimited PTO, a relaxed office environment, the right tools and oh yeah, dogs… and stand up desks, and snacks and beer. Well, you get the picture!

Health Insurance & Wellness Benefits
Flexible Spending Account (FSA)
Medical FSA that allows up to a $500 rollover and Dependent Care FSA
Disability Insurance
LTD Company Paid STD Employee Paid
Dental Benefits
Dental benefits are partially subsidized by the company.
Vision Benefits
Vision benefits are partially subsidized by the company.
Health Insurance Benefits
Several great plans to choose from.
Life Insurance
A small company paid Life Insurance policy for every employee. The option to add additional life for yourself, your spouse and child.
Team workouts
ActiveProspect's team fitness includes bi-weekly workouts at Dane's Body Shop - just 1 block down.
Retirement & Stock Options Benefits
401(K)
.We have a Simple IRA gives you the option to choose where to invest
401(K) Matching
Up to a 3% Simple IRA match of total annual compensation .
Company Equity
Most employees are eligible for stock options. 4 years vesting with a one year cliff.
Performance Bonus
Performance bonuses are paid out to most employees and are based on annual performance goals.
Child Care & Parental Leave Benefits
Generous Parental Leave
6 weeks maternity leave 2 weeks paternity leave You can take up to twelve weeks off and use PTO and STD to supplement those weeks.
Flexible Work Schedule
All ActiveProspect employees will be considered for alternative work schedules on a case-by-case basis. Creative work schedules should create benefits for both the employees and the company.
Remote Work Program
ActiveProspect allows some flexibility including working remote when it works for the company and the employee.
Vacation & Time Off Benefits
Unlimited Vacation Policy
Unlimited PTO allows you the freedom to responsibly take time off without haggling over every hour you might need to attend a family wedding, vacation, etc.
Paid Holidays
Live Music Holiday, Memorial Day , 4th of July, Labor Day , Thanksgiving and the Friday following Thanksgiving, Christmas Eve and Christmas Day, New Year’s Eve half day and New Year’s Day
Perks & Discounts
Beer on Tap
ActiveProspect's commercial beer keg is always stocked with our favorite brews.
Casual Dress
ActiveProspect has a relaxed dress code. Employees are expected to be neat, clean and well groomed while on the job.
Company Outings
ActiveProspect holds a variety of events on/offsite. From happy hours to axe throwing competitions at Urban Axes, and a recent boat party on Lake Travis, we work hard, but play hard, too!
Stocked Kitchen
ActiveProspect provides a fully stocked kitchen including breakfast items, sandwich makings, snacks, and a variety of drink options.
Some Meals Provided
ActiveProspect promotes healthy eating by providing salad and a protein for lunch 2 days/week. Lunches are also provided for lunch-n-learns and some meetings.
Happy Hours
ActiveProspect holds Happy Hours for the team on a monthly basis. Sometimes they are held at the office, other times we enjoy drinks offsite.
Parking
ActiveProspect has free street parking available at our building and in the adjacent neighborhood.
Pet Friendly
We have several employees who enjoy bringing their dog to work with them, on occasion. These furry friends lighten up the mood and bring smiles all around.
Recreational Clubs
2 days a week the company pays for employees to participate (optional) in a workout at Danes Body Shop just a block from the office. It's one of the employees' favorite perks!
Professional Development Benefits
Job Training & Conferences
At ActiveProspect we highly encourage continued professional development. If you see something you'd like to attend just ask your manager!

Additional Perks + Benefits

Competitive Pay. The Best Gear. Unlimited PTO. Live Music Capital Holiday - take off a day for your favorite festival! LTD, STD and Life. Simple IRA match up to 3% of salary. Flexibility!

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