Office & Operations Coordinator

TEKsystems•Berwyn, IL

1d•Onsite

About The Position

Our Operations team manages the day-to-day functions of the office, including front desk and office coordination activities, as well as the processes and internal tools that keep the agency and our projects running smoothly. The Office & Operations Coordinator will be responsible for the front desk / reception and office admin-related activities and will work with the rest of the operations team to keep our time capture process running smoothly and to provide operational reporting. We are looking for a detail-oriented self-starter who is proactive, well-organized and can manage multiple projects at once. The ideal candidate is someone who enjoys staying busy, working closely with others to solve problems and possesses a warm and welcoming tone.

Requirements

1 or more years of Administrative, Office Management or related experience, with a majority of that at a growing or startup organization
Self-starter with strong prioritization and organizational skills, able to work autonomously and manage competing demands effectively
Professional communication skills and presence paired with an unfaltering positive attitude
Trustworthiness and discretion with confidential information
Experience with MS-Office 365, with strong Excel confidence: Comfortable with advanced actions (pivot tables, XLOOKUP, conditional formulas, etc.)
Strong analytical mindset with a focus on data accuracy and clarity

Nice To Haves

Prior exposure to PeopleSoft, Float, or similar Professional Service Automation tools desired

Responsibilities

Manage reception responsibilities including daily mail distribution, answering the phone, updating welcome display, etc. Be present at the front desk to greet visitors (including clients and potential candidates) and receive deliveries from 8:30 am – 5:00 pm Monday-Friday; coordinate front desk coverage when you are away.
Manage overall appearance of One North’s office space, including wiping down desks and white boards, washing dishes in the sink, tracking repairs that may be needed, tidying up the office and preparing meeting rooms.
Lead relationships with building facilities team and vendors and manage employee’s office-related requests (ordering ID badges, communicating building announcements, etc.). Add all scheduled visitors to the building’s security system prior to arrival.
Order food and snacks for meetings and special occasions, while staying on budget; handle day-of food setup & breakdown.
Order office supplies and track inventory, keeping the office (and its beverage refrigerator) stocked and the supply closet organized. Perform occasional supply runs (sometimes Instacart can’t get snacks here fast enough!).
Manage intra-office communications through coordination of bi-weekly All Agency Meetings, email announcements, lounge monitors and other special requests.
Assist executives with administrative needs, including expenses, PPTs and event planning.
Identify opportunities to improve office culture and processes by observing day-to-day operations and employee behavior. Communicate findings and recommendations to leadership and participate in improvements, as appropriate.
Partner with others on the operations team to complete employee onboarding and offboarding tasks, ensuring new employees feel welcome and hit the ground running.
Own purchase card management, including tracking expenses, organizing receipts, and reporting on properly classification of costs.
Submit invoices and manage employee incentive programs—UberEats, etc.
Oversee Project details in Financial System, including: Initiate project setup and monitor set-up process, Monitor and maintain project & project team data (rates, dates, team, etc)
Facilitate and enforce time entry process.
Project reporting - Ability to translate raw data into clear, actionable insights for team: Perform periodic project and practice reporting for agency leadership, Perform periodic project time reporting and validation against financial information for Project Management team members, Provide ongoing reporting on status and profitability of yearly recurring projects (OSPs, Data Strategy Retainers, Software Maintenance, etc)
Ownership of special projects, as determined by Manager.