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Office Manager

Coates Group
Chicago, IL
•On-site•
Full-time
•
Posted 12 days ago
Corporate
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Job Description

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.

Responsibilities

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.

    • Capabilities:

  • 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.

    • Requirements

    Qualifications:

  • 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)

    • Ready to Apply?

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