Office Assistant
Vistex Career•Hoffman Estates, IL
•Onsite
About The Position
The Vistex Office Assistant must be positive, reliable, flexible, and able to manage a fast-paced work environment. The candidate will assist with the support of daily operations and facility needs at corporate headquarters, be a contact for vendors and property management, while upholding the main reception area at Vistex.
Requirements
- Positive attitude
- Reliable
- Flexible
- Able to manage a fast-paced work environment
Responsibilities
- Greet and direct customers, vendors, remote employees, and guests arriving at the main reception area.
- Check voice mail messages daily and forward them accordingly to the appropriate personnel.
- Track temporary access cards and badges for employees and guests & maintain Security/Sign in log.
- Manage daily incoming and outgoing mail, packages, and courier shipments; coordinate FedEx shipments for all departments and notify employees of deliveries.
- Manage facilities and office help-desk tickets, including requests related to IT equipment return labels, international shipments, and other office service needs.
- Support office supply inventory and ordering, including restocking supplies, office snacks, and refrigerators.
- Assist with vendor coordination & track vendor invoices to submit to the Finance team for payment processing.
- Assist with new hire onboarding logistics, including preparing workspaces, ensuring cubicles are clean and ready, creating nameplates, and stocking basic office supplies prior to start dates.
- Coordinate hotel reservations for visiting employees or guests by tracking requests through email or facilities tickets.
- Serve as a liaison with building management alongside Office Coordinator, by submitting work orders & tracking maintenance as needed.
- Manage the Vigor gym calendar for onsite fitness classes and assist Facilities with the operations upkeep of the Gym such as towel laundry and replenishing snacks or supplies.
- Assist with the setup and coordination of meetings, scheduling conference rooms and preparing meeting spaces as needed.
- Review and update reception and office procedures to ensure efficiency and alignment with company needs.
- Perform other administrative and operational duties as assigned
Benefits
- Comprehensive healthcare plan
- Paid time off
- Paid volunteerism days
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Education Level
No Education Listed
