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The Office Administrator/Receptionist is the face and voice of BrandExtract when clients and visitors enter the office or call on the phone. As such, they are required to present a professional appearance and very friendly demeanor. They are responsible for keeping the office tidy and running smoothly. The Office Coordinator is very organized and enjoys working in a fast paced environment. This position is 100% in-office during regular business hours.

Core Competencies

• Communications: Exhibits good listening and comprehension. Expresses ideas and thoughts verbally and in written form. Keeps others adequately informed. Selects and uses appropriate communication methods.

• Customer Service: Displays courtesy and sensitivity. Meets commitments. Responds promptly to customer and team needs.

• Dependability: Commits to doing the best job possible. Follows instructions and responds to management direction. Meets attendance and punctuality guidelines. Responds to requests for service and assistance. Responsible for own actions.

• Planning and Organization: Integrates changes smoothly. Uses time efficiently. Works in an organized manner.

• Quality: Applies feedback to improve performance. Demonstrates accuracy and thoroughness. Displays commitment to excellence. Look for ways to improve and promote quality. Monitors own work to ensure quality.

• Use of Technology: Adapts to new technologies. Demonstrates required skills. Keeps technical skills up to date. Uses technology to increase productivity.

Specific Responsibilities

• Answers phones and transfers callers as needed.
• Greets visitors and prepares for and tidies up after in-office meetings.
• Orders food and hosts guests.
• Forwards and responds to Resumes daily as they come in
• Tracks and reports social touches
• Coordinates FedEx or local deliveries and supports shipping requests from staff
• Coordinates and researches volunteer and after event locations for Quarterly and other special events
• Researches, coordinates and supports partners for Annual Retreat
• Tracks, polls and print out all entries for Big Head Awards (our Employee Quarterly award)
• Manages ordering and distribution of anniversary cards and videos for employees
• Maintains supply of stamps and all office supplies
• Supports new hire on-boarding with tour all new in-town employees in the office
• Reports meter readings for the printers
• Supports, plans and executes all BE Culture events. Includes pre-plan with committee, set up, event hosting and clean up.
• Manages all food/drink and supply orders, maintains an organized office supply closet and all storage areas.
• Responsible for keeping a very clean and orderly office, kitchen and meeting areas. Walk through all conference rooms before and after meetings to organize as needed.

General Responsibilities

• Daily tasks: Opening front of the office, coffee, answering phones, screen and direct calls, follow-up email/voicemails/chats, distribute mail, timesheet tracking, restock drinks/snacks and any support items as needed, load/unload dishwasher, and close down the office
• Weekly tasks: Present office update in the Monday morning meeting, calendar awareness for meetings/lunches, supplies orders (office and snacks needed), track recognition awards, Operations team meeting, update intranet with Company news
• Monthly: Anniversary cards for team members including ordering gift cards, anniversary video production, post team members birthday greeting in chat on the birth date, purchase birthday celebration treats, check PO Box for mail, record meter readings for printers and lead the committees for planned company events scheduled throughout the year.
• Quarterly/Yearly: Plan quarterly volunteer events, coordinate Big Head awards, plan the Christmas party with the committee including securing venue, menu, games, etc. Client/Prospect Christmas gifts - oversee the mailing list, purchase and delivery of gifts through a provider. Plan yearly company retreat.

Miscellaneous Responsibilities

• Building maintenance and repairs
• When supplies (outside of the normal supplies/equipment) are needed
• Sending cards or flowers for death/illness for team members or clients
• Special occasion celebrations planning for weddings or babies

Physical Demands

In the performance of the duties and responsibilities of this job, while at work, the employee may be expected to sit, walk, and stand. Individuals might be asked to climb, balance, stoop, kneel, crouch, reach, and/or crawl.

Position Type and Working Hours

This is a full-time position, 100% in-office attendance. Normal business hours and schedules are to be determined.

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The Traffic Manager ensures the efficient flow of projects within the agency, coordinating resources, timelines, and deliverables across departments. Acting as the central hub for operations, this role supports cross-functional teams to ensure work is completed on time, within scope, and aligned with quality standards while optimizing agency productivity and maintaining client satisfaction.

What you do...

• Manage project schedules, ensuring deadlines and milestones are met while monitoring progress and adjusting workflows to address bottlenecks or resource challenges.

• Allocate resources effectively, balancing workloads across creative, strategy, account, and production teams to optimize productivity.

• Act as a liaison between departments, ensuring clear communication of project requirements, deliverables, and priorities across all teams.

• Establish and maintain agency workflows, ensuring adherence to established processes while identifying inefficiencies and recommending improvements.

• Maintain detailed records of project timelines, resources, and budgets, providing regular status reports to internal teams and management.

• Ensure deliverables meet quality standards before final submission, monitoring adherence to project briefs and brand guidelines.

• Conduct daily check-ins with department leads to review project schedules and address updates or priority shifts.

• Anticipate and resolve potential delays by reallocating resources or revising schedules to keep projects on track.

What you are good at...

• Exceptional organizational and time management skills with the ability to juggle multiple projects and maintain clear timelines.

• Strong verbal and written communication abilities that ensure all stakeholders are aligned and informed.

• Proactive problem-solving approach with the capacity to anticipate roadblocks and devise practical solutions.

• High adaptability to adjust schedules, resources, and workflows in the dynamic agency environment.

• Keen attention to detail ensuring all deliverables align with project briefs, brand guidelines, and quality standards.

• Process-Driven Mindset Building and refining workflows that promote consistency and operational excellence across the organization.

• Leadership and Collaboration Inspiring trust, motivating teams, and fostering a collaborative environment for smooth operations.

• Tech-Savvy Proficiency with project management tools and digital platforms that streamline workflows and improve efficiency.

• Resource Management Ability to identify and escalate capacity constraints or overutilization issues effectively.

• Quality Focus Commitment to ensuring client satisfaction through consistent delivery of high-quality work.

  Your Experience...

• 3+ years of experience in traffic management, operations, or project management within an agency or production environment.

• Demonstrated ability to manage multiple projects simultaneously while maintaining quality standards.

• Proficiency in project management tools (e.g., Asana, Trello, Monday.com) and digital platforms.

• Bachelor's degree in Marketing, Business Administration, or a related field.

• Familiarity with agency workflows and creative processes is preferred.

• Experience managing digital and integrated marketing campaigns is a plus.

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The Inbound Marketing Specialist is primarily responsible for supporting all inbound marketing programs for BrandExtract and its clients. Its main purpose is to manage CRMs and execute inbound marketing tactics, ranging from creating landing pages, emails, automations, lists and more.

Successful candidates will know how to create inbound marketing strategies, produce digital content (like emails and landing pages), update CRM databases with customer information, and other client-facing work. They are also familiar with inbound marketing software (preferably Salesforce, Microsoft Dynamics, or HubSpot), email marketing software, marketing automation, content management systems, and CRM tools.

The ideal candidate will learn new processes quickly, be eager to learn and have a sincere interest in digital or inbound marketing. Ultimately, this role will involve creating inbound programs and content for clients and BrandExtract, alike.

This role is a full-time position within the Digital Marketing team at BrandExtract. The person who is hired will report directly to the Digital Marketing Strategist. Houston-based candidates are required to spend at least four days in the office per week. Additional office-time may be periodically required at the manager's discretion.

Core Competencies

Continuous Learning: Assesses own strengths and weaknesses. Pursues training and development opportunities. Seeks feedback to improve performance. Shares expertise with others. Strives to continuously build knowledge and skills.

Adaptability: Accepts criticism and feedback. Adapts to changes in the work environment. Changes approach or method to best fit the situation. Manages competing demands.

Teamwork: Balances team and individual responsibilities. Contributes to building a positive team spirit. Exhibits objectivity and openness to others' views. Gives and welcomes feedback. Puts success of team above own interests.

Use of Technology: Adapts to new technologies. Demonstrates required skills. Keeps technical skills up to date. Troubleshoots technological problems. Uses technology to increase productivity.

What You’ll Do…

• Configure and implement inbound marketing strategies and campaigns across many CRM accounts and products
• Contribute to the development of inbound marketing strategies and tactics
• Create a wide range of digital marketing assets - landing pages, emails, forms, CTA buttons, social posts, and more - through a variety of software
• Participate in brainstorming new marketing strategies and tactics, or identifying short-term and long-range opportunities
• Produce content for a variety of clients within HubSpot, Salesforce, Dynamics and other CRM and automation software
• Build and iterate landing pages using landing page software
• Support email marketing efforts for our agency and clients
• Automate digital marketing activities using workflows, sequences and other automation tools
• Report on email and inbound marketing performance and identify opportunities for improvement
• Build reporting dashboards in CRMs
• Collaborate with internal teams to enhance reporting on marketing efforts, lead generation and sales

Qualifications

• Self-starter who requires minimal supervision to stay on task, execute projects, and meet deadlines
• Curious and eager to continuously learn about the new digital and inbound marketing strategies
• Strong communicator (both written and verbal) with the ability to clearly explain complex ideas
• Strong presentation skills
• Analytical thinker who can review data and identify trends and patterns
• Basic front end development skills are preferred (but not required)
• A Bachelor’s degree in marketing or a related field – preferred
• 2+ years of experience with Inbound Marketing software (HubSpot, Salesforce, Dynamics, etc.)
• Familiarity with digital marketing software, like website CMS, email marketing platforms, social media scheduling tools, or similar software.
• Some level of familiarity working in a fast-paced environment (agency experience preferred, but not required)
• Must exhibit BrandExtract’s six Core Values:
  • Do the Right Thing
  • Step Up and Own It
  • Teach and Lead
  • Have Grit
  • Act With Heart
  • Be Curious

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