Office Manager & Receptionist

Virtus Investment Partners•Chicago, IL

9d•Hybrid

About The Position

The Duff & Phelps team brings together a rare mix of skill, experience, education and credentials in a collegial, collaborative environment. This role provides full-time reception coverage and manages office services and facilities. The Office Manager & Receptionist acts as the primary contact for internal departments and external vendors, ensuring smooth day-to-day operations. This position supports various departments including marketing, human resources, and senior management with administrative tasks, presentation preparation, and onboarding/offboarding processes. The role requires a detail-oriented individual with strong organizational and communication skills, capable of working independently and managing multiple priorities.

Requirements

High School Diploma and/or vocational, technical, or business school coursework.
3-5 years of office management or facilities work experience required.
Detail-oriented with the ability to work independently, manage multiple projects simultaneously, handle interruptions and constructive coaching, establish priorities, and proceed with objectives without supervision.
Strong communication, organizational, analytical, interpersonal and time management skills.
Ability to create and proofread correspondence and presentations and interface with clients.
Strong PC skills with intermediate proficiency using MS software (Outlook, Word, Excel & PowerPoint) and internet research capabilities to provide summarizations and presentation of findings.
Knowledge of modern business terminology, with the ability to comprehend new company-specific terminology and policies & procedures to respond to inquiries appropriately.
High energy, positive “can do” attitude, demonstrating flexibility and teamwork.

Responsibilities

Provides full-time reception coverage Monday – Friday from 8:00AM – 5:00PM, with one-hour lunch break.
Answers phones, greets & assists visitors and staff.
Orders and stocks kitchen and office supplies.
Maintains office and kitchen equipment (copiers, refrigerators, coffee and water dispensers, etc.).
Updates phone lists, routes e-faxes, sorts and distributes express mail packages and incoming and outgoing mail.
Coordinates meeting logistics, including approving conference room schedules, ensuring proper room set up & clean-up, securing guest building passes, issuing temporary & permanent badges, ordering meeting meals, coordinating guest offices.
Supports general administrative and office needs with tasks assigned by the SMD.
Supports marketing and human resources departments and other senior management with preparing, updating, printing/binding presentation materials.
Assists the HR Director with new hire onboardings and employee terminations including office set-up/cleanup, ordering badges and business cards, various new hire trainings, updating the general office procedural manual, CFA certificate framing, subscriptions, and shipping personal belongings and deactivations for terminations.
Prepares, proofreads, distributes and maintains assigned correspondence, reports and presentations.
Independently records, prepares and distributes information as assigned.
Assists personnel with travel planning and expense submissions through Concur, when needed.
Independently manages and resolves all Office Services and facilities issues during the day-to-day operation of the office, identifying critical matters and escalating more complex situations to the SMD when necessary.
Acts as the primary contact for all departments as well as being the primary contact with outside vendors and building management.
Manages facility-related requests including coordination of office moves, maintenance of existing space, and updating floor plans; arranges purchases, installation, and maintenance of office equipment.
Files Chicago business license renewals/officer changes, coordinating details with Virtus’ Legal Dept.
Maintains D&P vendor files and contracts, and Virtus’ due diligence databases.
Provides backup for the Record Maintenance Program.
Provides backup to the Office Services Coordinator and audits the invoice submissions for A/P functions as needed.
Performs other duties as requested by the SMD or other senior management.