Career Opportunity: Office Administrator

EAG, October 30, 2020

outsourced marketing meeting

EAG Advertising & Marketing has an opportunity for an experienced Office Administrator.

EAG is an 18-year-old advertising agency based in the Crossroads District. We have become known as Kansas City’s premier outsourced marketing agency. We have an immediate opening for a career-minded individual with very specific experience.

We offer the perfect balance between work and what’s really important; life. When you choose a career at EAG your valuable time and experience will be rewarded:

  • Competitive salary, profitability bonus & fully vested retirement program
  • Paid vacation, sick leave & expectation of a normal work week
  • The opportunity to work in a hybrid virtual environment – at home and at our office.
  • Health, dental, vision, disability & other benefits
  • Educational opportunities, engagement with the community & membership in professional organizations
  • And the best part – you get to work with hundreds of the most passionate, dynamic business owners in Kansas City & around the nation

Job Summary
At EAG, our success depends on our people, productivity, and procedures. An office administrator is the supportive force driving each of these areas, and we’re currently seeking someone stellar for this cross-functional position with a mix of bookkeeping, human resources, administrative support and office management experience. The ideal professional for the role is a flexible problem solver with superb communication skills with a detail-oriented mindset. He/she should have prior experience thriving in an administrative capacity in an office environment. Excellent organization, discipline, flexibility, multitasking and the unique ability to deftly handle the unexpected are essential qualities to bring to the position.

This position is responsible for general management of the office, coordination and execution of accounts payable along with credit card management and coding, accounts receivable, payroll, processing new hire onboarding and computer setup, and managing employee benefits. Keeping to an existing accounting timeline and executing seamlessly with President and the Director of Operations is key.  People in this position are expected to exhibit a proficient level of knowledge while demonstrating a capacity for time management with minimal supervision.

The ideal candidate will have worked in a bookkeeping and HR capacity in a small to mid-sized business environment and require minimal supervision.

This position reports directly to the President and is a full-time, non-exempt position that requires occasional standing, stooping, bending, pulling, pushing and occasionally lifting up to 25 pounds.

Meet other EAG employees

Minimum Requirements

  • Bookkeeping experience exceeding five years
  • QuickBooks Online experience exceeding five years
  • Prior HR Generalist experience managing benefits, confidential information and onboarding of new employees
  • Excellent communication and time management skills
  • Effective business writing with strong language and grammar skills
  • Extreme attention to detail in performing written and numerical activities
  • Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)

Additional Skills or Experience Preferred

  • Knowledge or experience with MACs and PCs, software installation and email set up
  • Familiarity or experience with QuickBase
  • Prior experience in a small business culture

This is a multi-faceted position due to the wide variety of activities performed that requires a positive attitude and flexibility. In addition to maintaining a strict level of confidentiality, responsibilities include:


  • Assisting management and team members with tasks associated with maintaining accounts payable and accounts receivable
  • Daily coding of invoices and credit card charges
  • Entering invoices and credit card charges into QuickBooks Online
  • Payroll processing
  • Tracking payroll changes
  • Posting all incoming client payments daily
  • Checking bank and QuickBooks Online daily to post any automatic payments
  • Running weekly reports for accounts payable
  • Printing checks weekly and reporting to bank for fraud protection
  • Checking bank daily for unauthorized checks trying to clear
  • Weekly accounts payable processing & mailing
  • Creating monthly customer invoices, balance and mail monthly
  • Sending employee reminders as needed for timely accounting processing
  • Processing EAG Grant matches
  • Setting up new clients and vendors in QuickBooks Online
  • Managing month end close reviews
  • Maintaining QuickBooks Online
  • Reconciling medical, dental, Vision, IRA and FSA statements monthly
  • Vendor management
  • Maintaining all files
  • Performing other duties or special projects as assigned


  • Warmly greeting visitors to office, answering and directing phone calls promptly, fielding solicitors/cold sales calls; and maintaining office efficiency
  • Performing a variety of administrative duties, including sorting and distributing incoming mail, managing outgoing mail, materials/presentation proofing and/or assembly, maintaining conference room, ordering or purchasing and stocking office, kitchen and cleaning supplies, and general administrative support as needed.
  • Planning & executing birthdays, social functions and/or celebrations
  • Liaison between team and IT vendor
  • Daily server backup
  • Collaborating with team members for efficient operations
  • Vendor management
  • Maintaining all files
  • Performing other duties or special projects as assigned

Human Resources

  • New employee set up and onboarding and government reporting
  • Managing annual open enrollment for benefits
  • Promoting health incentives
  • Posting job openings and responding to candidate applications throughout the interviewing period
  • Managing Department of Labor compliance
  • Vendor management
  • Maintaining all files
  • Performing other duties or special projects as assigned

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Office Administrator

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