Office Coordinator

Pepper Construction-posted 7 days ago
Full-time • Entry Level
Onsite • Barrington, IL
1,001-5,000 employees
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As an Office Coordinator at Pepper, you’ll play a vital role in maintaining a professional, organized, and welcoming environment that supports both our people and our business operations. This position provides direct administrative support to the Chief Financial Officer (CFO) and the Senior Vice President of Human Resources (SVP of HR), while also assisting with broader office coordination and employee engagement activities across the company. This position is onsite 4 days/week in our Barrington, IL office. The Office Coordinator supports the daily operations of our corporate office, ensuring a high standard of professionalism, efficiency, and service. This role assists with scheduling, interview coordination, onboarding, office logistics, and event planning, while also providing key administrative support to the HR and Accounting departments. The ideal candidate will demonstrate discretion, professionalism, and strong organizational skills in a fast-paced environment.

  • Provide direct administrative support to the CFO and SVP of HR, including calendar management, meeting preparation, and correspondence.
  • Assist with document preparation, filing, and recordkeeping for HR and Accounting.
  • Maintain confidentiality of sensitive information and handle all interactions with professionalism.
  • Schedule interviews, meetings, and candidate visits.
  • Prepare workspaces and materials for new hires, ensuring a positive onboarding experience.
  • Post job requisitions in Dayforce and assist with background checks and pre-employment screenings.
  • Oversee day-to-day office logistics, including supply management, equipment maintenance, and vendor coordination.
  • Manage mail, deliveries, and general administrative needs to ensure smooth operations.
  • Provide backup coverage for the front desk, greeting visitors and assisting with inquiries as needed.
  • Plan and coordinate internal meetings, trainings, and company events.
  • Arrange room setups, catering, and audiovisual needs for meetings and gatherings.
  • Support service awards and employee recognition programs.
  • Minimum of 3 years of administrative, office coordination, or executive support experience; prior experience supporting senior leadership strongly preferred.
  • Strong organizational skills with the ability to manage multiple priorities and deadlines.
  • Excellent communication and interpersonal skills with a polished, professional demeanor.
  • Proficiency with Microsoft Office Suite; experience with HRIS systems such as Dayforce is a plus.
  • Demonstrated discretion and good judgment in handling confidential information.
  • We offer medical, dental, vision, life, and disability insurance plans, a generous 401k match, and a student loan repayment benefit.
  • In addition to paid time off for company holidays, vacation, and personal days, Pepper offers fully paid medical and parental leave, mental health services, and more.
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