Office Manager

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.

* This role is 5 days in the office in the West Loop Chicago area.

• Maintain a well organized, clean and well-presented office, including all work spaces, 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.

• 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)

• 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.

$75,000 - $85,000 a year

Full Salary Range: $75,000 (minimum), $80,000 (midpoint), $85,000 (maximum). Pay is based on relevant experience, skills, education, internal equity, and market data. Well-qualified candidates can generally expect offers around the midpoint. Candidates who meet the minimum qualifications but have more limited directly relevant experience for this specific role are typically placed nearer the minimum, while highly experienced candidates with strong role alignment may be placed closer to the maximum.

Coates Group is an Equal Opportunity Employer and does not discriminate on the basis of race, color, creed, national or ethnic origin, gender, religion, disability, age, political affiliation or belief, disabled veteran, veteran of the Vietnam Era, or citizenship status (except in…