We are looking for a reliable, observant, and proactive individual to manage our clients front desk and office operations for both locations, co-located in Chicago. The ideal candidate for the Office Manager role is a dynamic and organized professional whose stellar prioritization and problem-solving skills and exceptional attention to detail will ensure the smooth operation of our office environment. The Office Manager will be responsible for administrative support to employees, office operations, facility management, travel and event coordination, as well as serving as a knowledgeable communication hub for the company.
Responsibilities:
Greet and assist visitors in a professional and friendly manner
Answer and direct phone calls to appropriate personnel
Maintain a clean and organized reception area and office space
Coordinate office maintenance and manage relationships with vendors and service providers
Manage incoming and outgoing mail, packages, and deliveries
Order office supplies and maintain inventory levels
Coordinate catering for daily lunch and team meetings/events including setup/cleanup
Schedule appointments and meetings and manage conference room bookings
Plan and manage logistics for meetings, conferences, and team-building activities
Coordinate travel arrangements and accommodations for staff
Process travel and office expenses and maintain accurate records
Assist with administrative tasks such as data entry, filing, and document preparation
Improve office productivity by implementing and optimizing administrative procedures
Support HR with onboarding procedures for new hires
Collaborate with other departments to ensure efficient communication and workflow
Handle sensitive information with confidentiality and discretion
Qualifications:
High school diploma or equivalent; additional qualifications in office administration or related field are a plus
Proven success in a similar role in a fast-paced environment such as a startup
Expert attention to detail and problem-solving skills
Excellent communication and interpersonal skills
Strong organizational and multitasking abilities
Proven ability to prioritize tasks and work independently
Professional appearance and demeanor
Proficiency in Microsoft Office Suite (Word, Excel, Outlook), Google Workspace (Gmail, Google Calendar, Google Docs, Google Sheets), and general office equipment
Experience with Notion and Slack is definitely a plus
Reliable transportation is required (running errands as needed)
Ability to lift approximately 25 lbs when necessary