Office Administrator/Front Desk

Careers and Highline Warren•Naperville, IL

9d•Onsite

About The Position

Office Administrator/Front Desk Job Title : Office Administrator / Front Desk Location : Lisle, IL Work Type : Onsite | MondayFriday Position Type : Full-Time Office Size : ~40 employees | Commercial Center of Excellence Facilities & Building Management (Core Facilities Scope) Serve as the primary on-site facilities owner for the Commercial Center of Excellence. Act as the day-to-day liaison with the landlord/property management team. Coordinate and oversee building services including HVAC, Electrical, Lighting, Plumbing, janitorial services, waste/recycling, etc. Submit, track, and follow up on maintenance requests and work orders. Receive, check in, and distribute incoming deliveries; notify recipients accordingly Manage after-hours or emergency facility issues (power, access, alarms, leaks, etc.). Support space planning needs including office move, desk assignments, and seating changes Ensure compliance with building policies, safety standards, and lease requirements Access Control, Security & Badging Serve as the owner of the office badging and access control system. Coordinate badge issuance, activation, deactivation, and replacement. Manage local employee and visitor access protocols, access, registration Be the key contact with building security and incidence response for: Ensure compliance with company security policies and building access standards. Support onboarding/offboarding processes related to physical access. Conduct periodic audits of access permissions. Office Operations & Workplace Experience Ensure the office is consistently clean, functional, and professional. Maintain local digital display of Highline Warren info with local updates to add to company Manage supplies for the office and local team members Oversee office equipment readiness (printers, screens, phones, AV basics). Coordinate with IT for equipment installs, conference room technology issues, new hire set up C onference Rooms & Shared Spaces Ensure all conference rooms are clean, stocked and technologically ready Manage conference room readiness, including displays, cables, whiteboards & supplies Coordinate room setups for different meeting formats. Partner with IT or vendors for AV troubleshooting as needed. Maintain usage standards for shared spaces. Meeting Coordination Plan and execute on-site and off-site meetings and events Manage all logistical elements including product samples, space and venue coordination, catering, room setup and breakdown, technology readiness and signage/materials Coordinate run-of-show logistics to ensure professional execution. Partner with leaders on scheduling, attendee coordination, pre-meeting communications Serve as on-site point of contact during events. Safety, Compliance & Risk Management Support workplace safety initiatives and required HR documentation is locally adhered to. Follow all company policies, safety procedures, and standard practices Maintain awareness of emergency procedures and evacuation plans and service as local coordinator for fire drills and safety communications Ensure office readiness for inspections or compliance requirements. Maintain documentation related to facilities, access, and safety. Office Supplies & Support Manage office-related vendors; janitorial, maintenance providers, office supply vendors Obtain quotes, compare services, and coordinate vendor access. Schedule and supervise vendor work performed on-site. Maintain vendor contact lists and service agreements. Ensure vendors comply with building and company policies. Documentation, SOPs & Process Discipline Develop, document, and maintain standard operating procedures (SOPs) for office operations, visitor management, badging/access, event execution Maintain operational documentation and reference materials. Continuously improve processes as the office scales.

Responsibilities

Serve as the primary on-site facilities owner for the Commercial Center of Excellence.
Act as the day-to-day liaison with the landlord/property management team.
Coordinate and oversee building services including HVAC, Electrical, Lighting, Plumbing, janitorial services, waste/recycling, etc.
Submit, track, and follow up on maintenance requests and work orders.
Receive, check in, and distribute incoming deliveries; notify recipients accordingly
Manage after-hours or emergency facility issues (power, access, alarms, leaks, etc.).
Support space planning needs including office move, desk assignments, and seating changes
Ensure compliance with building policies, safety standards, and lease requirements
Serve as the owner of the office badging and access control system.
Coordinate badge issuance, activation, deactivation, and replacement.
Manage local employee and visitor access protocols, access, registration
Be the key contact with building security and incidence response for:
Ensure compliance with company security policies and building access standards.
Support onboarding/offboarding processes related to physical access.
Conduct periodic audits of access permissions.
Ensure the office is consistently clean, functional, and professional.
Maintain local digital display of Highline Warren info with local updates to add to company
Manage supplies for the office and local team members
Oversee office equipment readiness (printers, screens, phones, AV basics).
Coordinate with IT for equipment installs, conference room technology issues, new hire set up
Ensure all conference rooms are clean, stocked and technologically ready
Manage conference room readiness, including displays, cables, whiteboards & supplies
Coordinate room setups for different meeting formats.
Partner with IT or vendors for AV troubleshooting as needed.
Maintain usage standards for shared spaces.
Plan and execute on-site and off-site meetings and events
Manage all logistical elements including product samples, space and venue coordination, catering, room setup and breakdown, technology readiness and signage/materials
Coordinate run-of-show logistics to ensure professional execution.
Partner with leaders on scheduling, attendee coordination, pre-meeting communications
Serve as on-site point of contact during events.
Support workplace safety initiatives and required HR documentation is locally adhered to.
Follow all company policies, safety procedures, and standard practices
Maintain awareness of emergency procedures and evacuation plans and service as local coordinator for fire drills and safety communications
Ensure office readiness for inspections or compliance requirements.
Maintain documentation related to facilities, access, and safety.
Manage office-related vendors; janitorial, maintenance providers, office supply vendors
Obtain quotes, compare services, and coordinate vendor access.
Schedule and supervise vendor work performed on-site.
Maintain vendor contact lists and service agreements.
Ensure vendors comply with building and company policies.
Develop, document, and maintain standard operating procedures (SOPs) for office operations, visitor management, badging/access, event execution
Maintain operational documentation and reference materials.
Continuously improve processes as the office scales.