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. 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. 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) 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. $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 those special circumstances permitted or mandated by law). Fraud Alert: Employment Scam Advisory It has come to our attention that unauthorised individuals are impersonating our company and reaching out to job seekers through fraudulent emails, falsely claiming to represent Coates. These emails often request personal information and appear to come from domains that are not affiliated with our organisation, such as coatesgroupcareer.com. We take this matter very seriously. Coates has reported these incidents to law enforcement and is cooperating with the ongoing investigation. We are committed to protecting the integrity of our recruitment process and the privacy of our applicants. Please be advised of the following: Coates does not operate or communicate through any domain resembling @coatesgroupcareer.com We do not contact employment candidates via email to solicit personal or financial information All applications for employment must be submitted through our official website or directly through our LinkedIn profile Coates Group All emails from us will come from our official domain, which is at coatesgroup dot com or via our Applicant Tracking System (ATS) email address, which is no-reply at hire.lever dot co If you receive any suspicious communications purporting to be from Coates, we urge you not to respond, do not click any links, and do not provide any personal information. Your safety and trust are of the utmost importance to us. Thank you for your vigilance. #J-18808-Ljbffr Coates Group