Office Coordinator

Location: Elgin, IL. 60123
Shift Hours: 8:00 am – 5:00 pm
Shift Days: Monday – Friday.
Pay Rate: $55k per Year
Job Type: Temp-to-hire

 

Job Output

Reporting to the Senior Director, Operations, the Office Coordinator is responsible for coordinating and overseeing administrative duties in an office and ensure that the office operates efficiently. The Office Coordinator manages day-to-day office operations and ensures smooth running of our Gilberts location office.

Essential Duties and Responsibilities include the following. Other duties may be assigned.

 

• Serves as general facilities manager, coordinating and scheduling subcontractors for facility maintenance (cleaning, repairs, security access, etc.)
• Greets and hosts clients and visitors in a friendly and professional
• Acts as the main contact for facilities issues and events, maintaining vendor and contractor
• Maintains office appearance, including organization and
• Coordinates, orders, and sets up catering for special and ongoing events, lunch & learns, in-house events, and staff events.
• Orders and maintains optimum stock levels of all office products and supplies and manages employee requests.
• Assists other departments with planning and coordinating special
• Maintains and implements the Gilberts emergency action
• Assists managers in day-to-day coordination and management of business operational
• Observes, reviews, and analyzes business operational processes to identify inefficiencies and areas where improvements could be made.
• Identifies cost
• Maintains front café and
• Assists in the receiving process on incoming deliveries of goods in NetSuite to ensure correct items and quantities are accounted for; advise appropriate teams associated with the received items of the delivery.
• Works with other departments, such as HR and IT, to ensure smooth internal
• Creates presentations for company meetings (management meetings, quarterly all-hands, annual all-hands).
• Schedules meetings on behalf of the VP AS Brands, and Director, Operations and handles correspondence as needed and directed.
• Manages calendars and schedules for the VP, AS Brands, and Director, Operations.
• Drafts, edits, and prepares documents like memos, invoices, and expense reports for President, and Sr. Director, Operations.

• Arranges travel, accommodations, and transportation for VP, AS Brands, and Director, Operations.
• Receives and reviews incoming communication, determines importance, and distributes to appropriate staff members.
• Creates statistical reports and other reports for VP, AS Brands, and Director, Operations.
• Maintain confidentiality with all materials,

 

Supervisory Responsibilities: None

Travel: Occasional travel to the Chicago office.

 

Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Ability to prioritize and multi-task for maximum efficiency without sacrificing
• Good written and verbal communication skills in
• Professional and pleasant phone manner to service incoming and outgoing
• Excellent organizational and time management skills with an ability to prioritize and multi-
• Proficiency using computers and
• Proficiency with MS Office Suite and general computer functions
• Experience with NetSuite a plus (Oracle, Salesforce, other CRM software OK)

 

Physical Demands

The physical requirements described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to: [EXAMPLES: sit for prolonged periods; repetitive motion of hands/wrists/fingers; concentrate and repeat the same physical or mental activities over and over; think analytically and be exact or highly accurate; make decisions such as to identify complex problems, develop options and implement solutions; work in a team; ability to maintain regular, punctual attendance consistent with the ADAAA, FMLA and other federal, state and local standards; pay attention to and remember details; communicate effectively including active listening to understand points being made, and asking appropriate questions and not interrupting inappropriately; speak to convey information effectively; write to communicate effectively as appropriate for the needs of the audience; read to understand work related documents; move between different physical locations within and between buildings; and push, pull, carry and lift in the normal course of travel.

 

Work Environment

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.

 

1. Office Environment – This position operates in a professional office environment and is not exposed to adverse environmental conditions. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines. No PPE is required.

 

2. Plant Environment – This position operates in a manufacturing setting and can

be subject to extreme cold and hot temperatures; uneven walking surfaces with cords, tools, and other obstacles; intermittent loud noises; and dusty or dirty conditions. Required PPE includes hard hat (when required), safety glasses, earplugs, steel toe/composite boots, and fall protection.

 

Education and/or Experience

• High School Graduate or General Education Degree (GED)
• Event planning, administrative assistant, and general office management experience, a

 

Certificates, Licenses, Registrations Competencies

• See Individual Contributor (Grade 1-6)

Other Skills and Abilities