Office Manager / Creative Admin

Join Our Team For over almost 60 years, our solutions have enabled impactful connections between some of the worlds leading brands and their customers. And while weve already done a lot of work were proud of, were just getting started!
Were a global technology company focused on creating dynamic, smart, personalized and engaging customer experiences powered by our range of digital hardware, our proprietary content management system and our industry leading signage solutions. We work in over 50 global markets and have 9 offices around the world, with a global headquarters proudly located in our founding home of Sydney, Australia.
Coates Group has the values of a family-owned business and the innovative spirit of a start-up, both which fuel our purpose Creating Connections. Empowering Partnerships. Always Evolving. Through hard work, dedication and creativity, weve become industry leaders who have won awards and set records while remaining focused on continual growth and evolution. We are a 2x Australia Good Design Award winner and successfully completed the largest hardware deployment in Quick Service Restaurant history.
We are curious, charismatic, authentic and we value and leverage the diversity of our crew. We are imaginers, kindness enthusiasts, experts, creators, thinkers, challengers, collaborators and over-achievers. And together, as a Crew, we are revolutionizing the way the worlds leading brands leverage technology to drive the best customer experiences.
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.
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.
Join a Crew that Cares
Be part of a global team of talented, ambitious, creative people that value integrity, individuality and inclusivity. (Ask us about our Equality + Empowerment Initiatives).
The benefits include an annual market competitive bonus program and our "Thrive Program" which includes a suite of flexible work options because were strong believers that you should never miss an important life or work moment. Thrive also provides dedicated time to prioritize our health and wellbeing (think virtual Yoga or meditation sessions), a Global Wellness paid day off to recharge as well as a "Give Back Day" to allow our Crew an opportunity to make an impact in the community.
Be inspired To Be More
We skip the red tape and aim to always stay nimble. Were proud of where weve been and are energized by where were going. We encourage ideas and perspectives because we know the more we have, the better we are. We work hard but have fun along the way. We push the boundaries but keep it real and authentic. We believe in the values that got us here are the ones that will continue to lead us forward. We are excited by what weve accomplished, but know the best is yet to come.
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.