FIND YOUR PLACE AT OUR AGENCY.

The Agency Administration Coordinator is a new role at evok advertising that supports all six departments across the agency. This person will have regular daily, weekly and monthly tasks, and will be assigned special projects/tasks to supplement their 40-hour/week workload. It is imperative that s/he embraces the spirit of evok and strives to always present a friendly but professional appearance and manner. Having an award-winning smile, incredible attitude and sincerity in all actions taken for the benefit of the agency are essential traits. If you are someone that likes to always be busy with a variety of tasks and works well with others this position is for you.

Our Agency Administration Coordinator has a role of receptionist, operational assistant, assistance with finance/accounting/billing and coordinating for all departments as needed. An allotment of hours has been outlined below; however, fluidity is part of the job, and the desire to multitask and always be contributing is paramount.

This position reports to the Director of Operations. This position is full time in the office at evok advertising Monday-Friday 8:30-5:30pm.

(1) Administrative Assistant – approx. 25% of time
Serves as Office Operations Assistant, including:

• Answers all phone calls in a friendly but professional manner and forwards all calls to the appropriate staff members promptly and smoothly. The Agency Administrator Coordinator should, over time, learn all the regular callers/clients and whom they will, most likely, desire to be transferred.
• If appropriate personnel are absent or unavailable to take calls, our Agency Administrator Coordinator either forwards the call to voicemail or takes neat, legible messages, including: caller’s name, company name, phone number (and extension), best time to return call, whether call is urgent, and if possible, a brief note as to the nature of the call.
• Assists CEO, as needed, with obtaining supplies, mail, and correspondence on his/her behalf.
• Maintains daily opening and closing house duties in kitchen, including, but not limited to:
  • Emptying, loading and maintaining dishwasher and sink
  • Restocking coffee and all in-house refreshments
  • Turn on TVs in conference room
  • Wipe counters and organize kitchen area at end of day
  • Opening doors and preparing outdoor seating area as weather permits
• Coordinates with operations team and account services team to purchase refreshments and meals for staff and catering for clients, within a specified budget, always striving to purchase from a client when possible.
• 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.
• Prepares outgoing mail and correspondence on request, including processing letters, labels and envelopes.
• Maintains reception area to ensure a professional and welcoming appearance. Includes keeping magazines up-to-date, and keeping a supply of company brochure/literature on display.
• Greets all visitors to agency promptly and in a welcoming manner, and acts as hostess until appropriate personnel are notified of visitor’s arrival (including offering/preparing beverages for visitor). Notifies appropriate agency personnel of arrival of any such visitors.
• Makes sure coffee/hot water/beverages are available at all times, but especially on days when visitors are expected.
• Maintains current computer-based skills related to daily job functions; notifies director of operations/ office manager of computer hardware/software and training requirements and generates (Types/word processes) proposals, correspondence or any other documents as requested using MS Word or other equivalent software, as requested and approved by his/her supervisor.
• Inventories office supplies (letterhead, forms etc.) and maintains an adequate supply of all materials, staying within agency budget, procuring from established vendors.
• Office Food – Manages the purchase of all office food within an allocated budget.
• Authorizes service calls for repair and maintenance of office equipment, including computers, copiers, fax machines, printers, postage metering equipment etc. within an allocated budget.
• Ensures maintenance of clean, healthy office environment for all personnel, and maintains an attractive office appearance for visitors and clients, in conjunction with a defined “opening and closing list.”
• Communicates regularly with president/management team to ensure that office needs are met, and regarding revision of planned expenditures.
  Other duties as directed by immediate supervisor, Agency CEO or by a member of the Agency Leadership Team or any senior operations team member, with the approval from his/her supervisor
• Coordinates with Accounts team and Operations team to prepare welcome signs for current or new business clients, and new employees.
• Circulates birthday cards and displays signage for employee birthdays and anniversaries.

(3) Human Resources Coordinator – approx. 5% of time

• Serves as the Human Resources Coordinator, including:
• Onboarding – Responsible for a few tasks within the new employee onboarding process:
  • New employee evok office tour, explaining the symbolism
  • Server / IT
  • Phone
  • Business cards
  • etc.
• Off-boarding – Responsible for a few tasks within the employee off-boarding process:
  • Forwarding/turning off email
  • Changing Workamajig password
  • Disabling server access
  • Collection of credit cards
  • Collection of building card
• Assisting with exit interviews as needed
• Maintains employee lists, including hire date, birthdays, cell phone numbers and extension lists. Distributes new list as needed.
• Other duties as directed by immediate supervisor, Agency CEO or by a member of the Agency Leadership Team or any senior operations team member, with the approval from his/her supervisor

(4) Supporting Department Heads – approx. 70% of time

• The agency department heads meet on a weekly basis to discuss projects. They will discuss projects and will assign tasks to the Agency Administration Coordinator with oversight by the Director of Operations to ensure proper bandwidth.
• Task will include but not limited to research, creating spreadsheets, organizing data, proof reading, making phone calls, create mailing labels etc.

evok advertising expressly prohibits any form of workplace harassment based on race, color, religion, gender, sexual orientation, gender identity or expression, national origin, age, genetic information, disability, or veteran status. Improper interference with the ability of evok’s employees to perform their job duties may result in discipline up to and including discharge.

evok advertising provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability or genetics. In addition to federal law requirements, evok advertising complies with applicable state and local laws governing nondiscrimination in employment in every location in which the company has facilities. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.

Please send your resume to leslie.meador@evokad.com for review.

The evok advertising Client Service Manager is responsible for ongoing, proactive contact between our agency and agency accounts. Our client service managers interface with all agency departments to move projects through on behalf of our clients, including the creative director or artists and copywriters concerning creative; the media director concerning media planning, buying and trafficking; the social media director concerning social media; the director of interactive strategy concerning digital projects; and the production manager regarding out to service (OTS) and production items etc.

We expect and rely on our Client Service Managers to provide valuable input in developing strategic marketing plans for our clients. Once presented and approved, our client service managers are responsible for all aspects of plan execution, utilizing the full-service suite of support resources across the evok team.

This position reports to the Director of Client Services.

Responsibilities:

• Manages day-to-day activities for assigned clients, making sure projects stay on budget and deadlines are being met.
• Keeps apprised of progress of clients’ projects through production and traffic managers or other relevant personnel.
• Prepares client briefings, client contact reports for all client meetings and distributes to appropriate agency personnel.
• Effectively presents, sells and defends all agency work/proposals to clients; supports other client service team members in these functions.
• Keeps apprised of clients’ brands/products/services/marketing developments and their competitors.
• Assists in writing proposals, marketing communications and strategic marketing plans, media and public relations plans.
• Enter and manage all client jobs and projects through agency’s project management software, currently Workamajig.
• Reviews and approves invoices.
• Regularly checks for and responds promptly to all client communications.
• Checks and approves creative/production materials, copy, layouts, and production art, and coordinates client approval of same.
• Reviews billing prior to release to clients; ensures prompt collection of accounts receivable.
• Informs director of client services regularly of account progress for all assigned clients; involves supervisor immediately in event of potential problems, i.e., client/agency relations, budget overruns, etc. and quickly and accurately relays client change orders to all appropriate agency personnel.
• Coordinates project timing and budgets with all relevant agency personnel.
• Actively seeks additional projects/new business from client contacts.
• Category captain for a designated vertical and responsible for a state of the industry report twice a year.
• Stay up to date with Google certifications.
• Represents agency professionally at client meetings, industry and community functions.

Requirements:
Four-year degree required in advertising, marketing or similar. Minimum of five years of experience as an account manager for a full-service advertising agency. Mac proficient. Great attitude, work ethic and sense of humor. We are a culture-first agency, so you must be a team player and ready to be part of a growing team.

Located in our Lake Mary, Florida corporate headquarters, just north of Orlando, this is a full-time salaried position with a strong benefit, PTO and ongoing education/training/support package. All qualified applicants will receive consideration for employment without regard to race, religion, gender, physical capability, sexual identification/orientation, national origin, or other protected class distinctions.

evok advertising expressly prohibits any form of workplace harassment based on race, color, religion, gender, sexual orientation, gender identity or expression, national origin, age, genetic information, disability, or veteran status. Improper interference with the ability of evok’s employees to perform their job duties may result in discipline up to and including discharge.

evok advertising provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability or genetics. In addition to federal law requirements, evok advertising complies with applicable state and local laws governing nondiscrimination in employment in every location in which the company has facilities. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.

Please send your resume to leslie.meador@evokad.com for review.