Office Administrator

Henricksen•Oak, IL

2h•Onsite

About The Position

This position will be working out of our Oak Brook, IL office. The Office Administrator will contribute to an exceptional experience for our people, clients, and guests who enter and interact within the office. They will engage others with great professionalism, respect, and hospitality. They will promote appeal, usability, and value of space throughout the office. They will collaborate on planning and logistics activities required for effective use of the space and daily operations. They will serve as the main conduit scheduling, coordinating, and communicating office activity across users. They will onboard new team members and foster a sense of community across the team. They will facilitate and support space tours as appropriate, positively representing our brand and product partners. They will maintain a constant focus on efforts needed to optimize the security and safety of the office.

Requirements

High school diploma or equivalent
Three+ years in an office administration or coordination role
Experience in meeting and event planning
Track record complying within standards, policies, and processes to ensure quality outcomes
Prior experience building and maintaining quality vendor and supplier relationships
Detail and task-oriented with proven organization and problem-solving skills
Strong customer service and interpersonal orientation
Professional and welcoming demeanor
Work independently and collaboratively in a dynamic, team environment
High-energy, can-do attitude
Strong verbal and written communication skills across audiences, channels, and situations
Strong ability and willingness for continuous learning and professional development
Proficient in Microsoft Office365 applications (including MS Word, Excel, and PowerPoint)

Nice To Haves

Associate’s degree in business administration, design, or hospitality
Two+ years-experience in hospitality, showroom, or experience center setting

Responsibilities

Daily Operations. Maintain necessary office equipment, and café supplies required to support office operations and special projects, providing support to the Chicago office as needed. Manage emails, letters, packages, phone calls, and other forms of correspondence. Screen all incoming calls appropriately managing and/or connecting caller with team members. Work with service providers and vendors in alignment with negotiated contracts/agreements. Coordinate with landlord to maintain office operations (access, mail, security, contracts, maintenance, communications, etc.). Order, track, and distribute samples to clients in support of sales and design needs. Help maintain and organize the sample library as needed.
Office Administration. Welcome and engage guests with the highest levels of service (name badge, coat/luggage check, beverage, restroom, etc.). Ensure guests are received and connected with team member(s) in a seamless and professional way. Monitor office calendar and communicate upcoming visits and events internally (Office, SharePoint calendar). Maintain office organization and cleanliness to foster effective use and presentation of space. Serve as building liaison to manage service, safety and security, maintenance, and communication. Manage required logistics to support travel of guests, leadership, and team. Coordinate office purchases and deliveries through vendor portals, obtaining approvals as required. Confirm and oversee variances in office access procedures to maintain office security level.
Planning + Execution. Plan office and off-site experiences in collaboration with designated sponsor, including meetings, events, training, trade fairs, and other internal meetings and visits. Research and get quotes from qualified vendors and suppliers for sponsor approvals. Implement plan to ensure success of office experiences. Customize preparations as required to create a personalized and elevated experience. Serve as point person to secure, test, and troubleshoot technology needs, escalating to IT as needed. Collaborate with sponsor and internal social media ambassadors to externally communicate in compliance with standards.
Office Tour Facilitation + Support. Connect guest with appropriate team member(s) to support strategic, business development and sales activities. Work with team members to re-arrange and stage office to better appeal to and align with guest interests. Maintain a high-level knowledge of office features, products, and partners. Conduct ad hoc, informal tours with A&D, influencers, and other interested guests as appropriate.
People + Culture Development. Lead onboarding tour and activities in support of new team member integration (business cards, email signatures, secure and upload photos, etc.). Perform work and engage in support of organization culture and expectations. Establish and nurture inclusive relationships with colleagues and within project teams. Maintain accountability for ongoing learning and improvements required to perform job.