Office Manager

DV Trading•Chicago, IL

12d•$70 - $80

About The Position

The Office Manager/Receptionist plays a crucial role in maintaining an efficient and professional office environment. This role involves managing reception duties, coordinating office operations, assisting with administrative tasks, and ensuring a welcoming atmosphere for employees and visitors.

Requirements

High school diploma or equivalent (associate or bachelor’s degree preferred).
5+ years of experience in office administration, reception, or related roles.
Excellent verbal and written communication skills.
Strong organizational and multitasking abilities.
Comfortable partnering cross-functionally with HR, IT, Finance, and leadership
Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and office equipment.
Professional and friendly demeanor with strong customer service skills.
Ability to work independently and handle confidential information.
Attention to detail and problem-solving skills.

Responsibilities

Oversee daily office operations, ensuring an organized, efficient, and well-maintained workplace.
Manage office and pantry inventory; conduct regular stock checks and coordinate catering.
Coordinate maintenance, repairs, and office projects; serve as the primary liaison with building management.
Manage vendor relationships (cleaning, maintenance, security, suppliers) and maintain vendor records.
Maintain office standards, shared spaces, and overall workplace functionality.
Oversee seating plans, desk allocation, and floor utilization; maintain accurate floor maps and support headcount forecasting.
Track office expenses, manage budgets and corporate cards, and monitor spend vs. actuals.
Manage access and security processes, including building passes, visitor logs, and emergency contacts.
Coordinate onboarding and offboarding, including desk setup, system access, and collaboration with HR and IT.
Greet visitors and manage front desk operations, ensuring a professional and welcoming experience.
Handle mail, packages, and deliveries.
Schedule meetings and manage conference rooms, including virtual setups (e.g., Teams).
Provide administrative support, including managing calls, emails, databases, and basic bookkeeping tasks.
Ensure compliance with company policies and safety regulations.
Support employee experience initiatives, including office events, meals, and perks.
Assist with cross-office coordination, special projects, and ad hoc administrative tasks.