Office Coordinator
Location: Downtown Chicago
Schedule: 8-5pm, Onsite Monday - Thursday & Friday - Virtual
Pay: $25 - 30/hr.
An Office Coordinator's duties include a broad range of complex tasks involving confidential or technical information. This position requires a person who can be responsible for prioritizing projects to meet multiple deadlines in a fast-paced, team-oriented environment.
Essential Functions and Responsibilities
- Address client and colleague complaints in a timely, courteous, and professional manner to ensure full resolution and client/customer satisfaction.
- Directly interact with janitorial or security staff to address and resolve complaints.
- Provide administrative support to Account Director and other team members as required.
- Create Purchase Orders in compliance with policies and procedures for Account Director and Operations Managers.
- Ensure Purchase Orders are receipted upon completion of work, investigate, and resolve unmatched logged vouchers and goods received not vouchered items.
- Support all staff by providing time keeping, CMMS matrix monitoring and correction, client reporting, Intranet site content management and other general office support.
- Facilitate meeting room reservations and set-ups; coordinate special events.
- Communicate information regarding events, facility issues, scheduled work and fire drills to all building occupants.
- Maintain database of site tracker information (property management, emergency contacts, service provider information, etc.).
- Track all client deliverables and ensure requests are completed timely by assigned team members.
- Answer main switchboard, directing calls to the appropriate extension.
- Maintain Conference Room Reservations using outlook software and assist with the booking of meetings and conferences.
- Monitor Room Reservations Mailbox, responding to and initiating service as needed.
- Pick-up, drop-off, prepare postage/labels for mail/UPS/FedEx, courier services, etc.
- Welcome interviewees and new hires. Notify their on-site contacts.
- Support conference room set-up services as needed, including booking, set-up, break-down, regular inspections, and occasional standby support as needed.
- Communicate A/V requests to the appropriate Site Service or Information Technology personnel.
- Assist with the administration of space audits, facility condition inspections, office move projects, and other initiatives as needed.
- Facilitate notification and custody of deliveries to reception for colleagues.
- Assure all guests are registered in compliance with security policies and guest badges are logged, collected, and maintained.
- Assure the visitors' entrance and reception area are well maintained. Initiate service requests to Building Management as needed to correct.
Skills and Knowledge
- Excellent customer service and relationship building skills
- Strong organizational, interpersonal, and communication skills
- working knowledge of Microsoft Word, Excel, PowerPoint, and outlook
- Ability to work with a diverse group of people including management and leaders.
Qualifications
- High School diploma or equivalent, some college preferred
- Minimum 3 years office related experience
- Strong organizational skills and problem-solving ability
- Demonstrates proficiency in Microsoft Office Suite
- Ability to commute to downtown Chicago four days a week; parking not included
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