Office Manager

ROCKWOOL Group•Chicago, IL

13d•Onsite

About The Position

We are seeking an Office Manager based in our Chicago, IL location to join the HR team. This is an in-office role located in Chicago, by Midway airport. Ready to help build a better future for generations to come? In an ever-changing, fast paced world, we owe it to ourselves and our future generations to live life responsibly. At ROCKWOOL, we work relentlessly to enrich modern living through our innovative stone wool solutions. Join us and make a difference! As the Office Manager for Rockfon, you will own the employee office workplace experience by providing support for all office-related needs from floor to ceiling; ensure daily office activities run smoothly. Be a liaison to the management team in activities and task they need completed.

Requirements

2–5 years of experience as an Office Manager or Executive Assistant is required.
Experience influencing others and utilizing internal networks to get things done.
Proficiency in Microsoft Office.
Ability to handle confidential information with discretion.
Self-driven and highly motivated.
Strong time-management and organizational skills.
Strong interpersonal and communication skills.

Responsibilities

Oversee day-to-day office operations, including supplies, cell phones, food and beverage programs, leased vehicles, and other purchasing needs.
Coordinate with GSP and ensure orders are distributed to the appropriate employees or departments.
Manage vendors and service providers, including coordination, negotiations, and ongoing relationship management.
Serve as the primary BCD Travel Administrator and provide training and support on the travel platform.
Arrange travel, primarily international, for employees and guests as needed.
Plan, coordinate, and execute internal and external events, including holiday celebrations, summer picnics, birthday celebrations, manager meetings, Board meetings, State of the Business meetings, and National Sales Meetings.
Manage vendors, budgets, logistics, and event-related decisions.
Oversee front desk operations and the reception area, including answering phones as needed and coordinating visitor arrivals and departures.
Ensure conference rooms and equipment are properly maintained and stocked.
Coordinate office repairs, maintenance, and other services, as well as desk assignments and workspace changes.
Monitor office and event-related budgets, ensure expenses are appropriately allocated, and coordinate cost transfers to the relevant budgets.
Ensure each new employee’s workspace is fully prepared and ready before their start date.
Administer the Employee Recognition Program, support engagement initiatives, coordinate monthly snacks, and manage holiday gift ordering and distribution.
Coordinate with HR on employee programs and initiatives, including onboarding, new-hire programs, holiday and anniversary gifts, employee engagement, and employee experience activities.
Receive, organize, and distribute incoming and outgoing mail and deliveries.
Partner with the management team as an Executive Assistant by coordinating meetings, arranging travel, preparing communications, and providing administrative support as needed.
Take on additional administrative responsibilities and projects that support the team and overall business needs.