Office Manager

Coates Group • Chicago, IL

17d • Onsite

About The Position

To oversee and coordinate administrative and operational activities within an office environment. They are responsible for ensuring the smooth functioning of day-to-day operations & functions, managing office resources, and providing support to employees. This role is 5 days in the office in the West Loop Chicago area.

Requirements

• Minimum 5 years’ experience in an Office Manager/Senior Administration role
• Previous experience in a medium to large organization, ideally through a period of growth
• Demonstrated involvement in transforming office processes and facilitating changes in office operations.
• Proficiency in Microsoft office suite (Including Outlook, Teams, PowerPoint, Word, Excel)
• Able to exercise a high level of confidentiality.
• Ability to work autonomously & collaboratively as part of a team environment.
• Maintain a high level of organization and prioritization.
• Able to exercise effective time management.
• Exceptional customer service skills, with a focus on delivering high quality service to both internal and external stakeholders.
• Ability to adapt to changing priorities, handle unforeseen situations, and work effectively under pressure.
• Excellent written and verbal communication skills, with negotiation and conflict management skills.
• Ability to undertake process improvements and drive process transformation.

Responsibilities

• Maintain a well organized, clean and well-presented office, including all workspaces, meeting rooms, kitchens, showroom and all other common areas.
• Oversee the management and ensure smooth running of Front of House including ensuring that phone system and office security is managed effectively.
• Coordinate internal and external meetings, and manage meeting room set up, calendar/diary coordination; includes the close management of recurring meetings and ensuring meetings are aligned (attendees, catering, etc.), internal communications
• Design and implement office policies and procedures, including establishing standards and documentation.
• Coordinate the presentation content and logistics of the biweekly company stand up (Fire Up Meeting)
• Organize company functions and events and coordinate involvement in events in collaboration with Marketing and People & Culture teams.
• Budget management for office operations and amenities.
• Track and manage expenses for the NAM Senior Leadership Team (excl NAM President, including preparing expense reports and ensuring adherence to the budget.
• Organize and book complex domestic travel itineraries and ensure adherence to company policies.
• Source and manage vendors for office amenities and facility maintenance, including all consumables (kitchens, bathroom, stationery, first aid kit) and office equipment as well as any trades or service people.
• Support the general office and wider business by assisting with administrative support and driving culture, engagement and change throughout the company.
• Manage all aspects of Chicago company events.
• Support the People and Culture Team (HR) with administrative assistance as required, in relation to for example Thrive program, onboarding, offboarding, recruitment, OSHA, documentation and administration.
• As required, support the President of NAM and Global CEO with personal administration tasks – including, but not limited to, running errands, managing bookings, travel, calendar management etc.

Benefits

• annual market competitive bonus program
• Thrive Program which includes a suite of flexible work options
• dedicated time to prioritize our health and wellbeing (think virtual Yoga or meditation sessions)
• Global Wellness paid day off to recharge
• Give Back Day to allow our Crew an opportunity to make an impact in the community.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: No Education Listed