Office Administrator - City Experiences Chicago

Hornblower Group Inc.•Chicago, IL

3d•Onsite

About The Position

The successful receptionist/office coordinator provides general reception services, office management services, and supports the Baltimore Operation, while ensuring consistently high levels of quality, service, and customer satisfaction. The right person will be adaptable, dynamic, and embody City Experiences’ RESPECT Service System.

Requirements

High school diploma or equivalent required
Communicate effectively in oral and written form
Ability to read, write and speak English to comprehend and communicate job functions
Effectively deal with internal and external customers some of whom will require high levels of patience, tact, and diplomacy
Proper office and phone etiquette
Always maintain professional appearance
Must be able to maintain a level of confidentiality
Maintain high level of organization, able to multi-task
Must be detail-oriented
Must be able to move, transport, and position materials up to 50 pounds
Proficient with Microsoft Office applications (especially Outlook, Word, Excel)
Establish and maintain effective working relationships as required by job responsibility

Nice To Haves

Prior administrative experience preferred

Responsibilities

Greet persons entering office, determine nature and purpose of visit, and direct or escort them to specific destinations
Interact with internal and external customers in a friendly and helpful manner consistent with Our Service System
Operate telephone switchboard to answer, screen and forward calls, providing information, taking messages and scheduling appointments
Maintain fleet phone list, distribute updates to fleet on a regular basis
File and maintain records
Provide information about establishment including but not limited to location of offices and vessels, employees within the organization, or services provided
Transmit information or documents to external and internal customers, using computer, mail, or facsimile machine
Operate office equipment such as fax machines, scanners, copiers, and phone systems, and use computers for spreadsheet, word processing, database management, and other applications
Ensure that office machines are maintained in good working order, coordinate repair services when necessary
Ensure that general office supplies are available and restocked
Maintain general office upkeep (office & kitchen supplies), office equipment (copier/scanner/fax machine), and any office maintenance issues that arise
Coordinate outgoing shipments and incoming deliveries to office (USPS, FedEx, UPS as well as items needed for group cruises, weddings, etc.)
Collect, sort, distribute and prepare mail, messages, and courier deliveries
Manage the dock freight area and accompanying storage room
Act as liaison between office and building management for maintenance requests
Assist with conference room scheduling and set up as needed
Assist in set up of office activities, lunches, and events
Additional job duties as assigned
Assist in credit card reconciliations
Receiving and processing of office related invoices in a timely manner