Careers

Office Manager – CHICAGO

Chicago, IL

SUMMARY

We are seeking an experienced business professional to manage the day-to-day operations and administrative functions of our Chicago office.

POSITION DETAILS

  • Promotes a professional image and good first impression for all visitors to the office
  • Responsible for all aspects of the day-to-day operations of the office, including security access, cleaning, recycling, utilities, work spaces, etc.
  • Manages the reception area with effective telephone, mail and email communication both internally and externally
  • Coordinates and schedules client meetings and presentations upon request
  • Assembles all proposals, forms, resumes, product examples and consultant information used in printed client presentations
  • Assists with the development of PowerPoint presentations for business development and trade show/event speeches
  • Acts as a primary point of contact for the office’s collection efforts
  • Responsible for engineering approvals, including tracking percent of phase completion and markup prior to project manager’s approval
  • Tracks and reports monthly projections data for project managers’ review
  • Prepares monthly invoice drafts for project managers’ approval
  • Reviews production staff members’ timesheets for accuracy
  • Coordinates administrative staff schedules for effective workload distribution, productivity and adequate staffing
  • Negotiates the purchase of office supplies and furniture, office equipment, etc. in accordance with firm purchasing policies and budgetary restrictions
  • Supervises maintenance and repair work of the office facility and equipment
  • Coordinates regular inspections of health and safety equipment
  • Manages administrative services budget
  • Arranges travel, meetings and appointments and completes expense reports
  • Participates in special department projects as needed

Qualifications include:

  • Bachelor’s degree in Business Administration or related field is preferred.
  • 3 to 5 years of experience in an office setting, assisting executive officers
  • Excellent planning and organization skills required
  • Additional experience may be substituted for some education requirements
UP