Office Coordinator - Reception (Corporate Office) 7:30 a.m. Start

Office Coordinator - Reception (Corporate Office)

As a premier global food provider, the OSI Group partners with the world's leading foodservice and retail food brands to provide concept-to-table solutions that delight consumers around the globe.

Join us and discover a work experience where diverse ideas are met with enthusiasm, and where you can learn and grow to your full potential. We're looking for individuals who thrive in an entrepreneurial environment and who enjoy working as a team to deliver unparalleled service and solutions to our customers.

The Highlights:

Are you someone who loves creating a welcoming experience, keeping things organized, and being the go-to person who helps everything run smoothly? Join the OSI team as our Office Coordinator Reception and become the heartbeat of our Corporate Office!

In this highly visible role, you'll be the friendly first face and voice people encounter greeting visitors, supporting employees, managing front desk operations, and helping create an exceptional workplace experience. Beyond reception, you'll partner closely with our Human Resources team to support recruiting, employee engagement, reporting, events, and day-to-day office operations.

This role is perfect for someone who thrives in a fast-paced environment, enjoys multitasking, loves helping people, and takes pride in staying organized and detail-oriented. Every day brings something new from coordinating meetings and managing office logistics to supporting HR initiatives that impact employees across the organization.

If you're professional, personable, tech-savvy, and energized by keeping operations running seamlessly, we'd love to meet you!

Position Summary:

The Office Coordinator - Reception (Corporate Office) serves as the first point of contact at the front desk for the corporate office, creating a welcoming and professional environment for visitors, employees, and callers. Manages a high volume of incoming calls, directing inquiries appropriately while maintaining strong judgment, confidentiality, and professionalism. Supports the Human Resources team with administrative tasks, ensuring accuracy and timeliness. Requires strong attention to detail, effective communication skills, and proficiency in Microsoft Office and other systems.

Principal Duties & Responsibilities:

Front Desk & Customer Service

• Greet customers and walk-ins' visitors. Ensure all visitors sign in/out of the logbook.
• Organize and maintain reception area, office supply replenishment, maintaining welcome coffee station; replenishment of coffee station.
• Answer phone calls, screen calls, assist customers when necessary, and transfer calls to the appropriate departments.
• Assist with other front desk duties as assigned, including ordering flowers, and/or processing bereavement donations, creating Fed-Ex shipments; assisting with outgoing mail and deliveries.
• Assist with coordination of meetings and events.
• Perform business processes critical to ongoing HR operations using internal systems
• Follow security procedures, such as monitoring logbook, issuing visitor badges, creation and deactivation of employee/contractor badges to the facility.
• May be asked to contact medical professionals for employees seeking medical attention.
• Support with the creation/removal of office/cubicle name tags at the appropriate floors.

Mail & Shipping Coordination

• Sort and distribute incoming mail within the Corporate office
• Coordinate delivery of mail to other Indiana locations via Shipping/Receiving
• Manage postage machine and assist with outgoing mail and shipment

Talent Acquisition & Administrative Support

• Generate, analyze, and distribute TA reports using excel and TA software applications
• Assist with financial-related tasks, including placing credit card orders and processing expense reports
• Provide general administrative support to the HR team including interview scheduling, room reservations, and travel arrangements
• Order food and supplies for meetings
• Assist with other HR duties as assigned
• Assist with HR duties regarding invoice coding, scheduling candidate(s) travel, including coding candidate expenses

Assist with HR processing including but not limited to:

• Preparing and sending benefit or leave forms; employee change forms; drafting letters; coordinating training or other activities.
• Assist with job transfers and HR change forms.
• Maintain HR employee files, ensuring accuracy and confidentiality.
• Assist with the Service Award program, including reporting and distributing awards.
• Assist with employee engagement activities.
• This role has the responsibility to understand and places in practice appropriate safety procedures. This responsibility is achieved through education, training, use of protective equipment (as applicable) and by following safety policies, regulations, standards, and laws.
• Perform other duties as assigned.

Experience & Skills:

• 3-5 years of experience in related field is preferred.
• Excellent proficiency in all Microsoft Office Suite Products.
• Preferably 1-2 years of experience in HR in a plant or distribution center environment, but not required.
• Familiar with a payroll, HRIS or other HR systems preferred.
• Familiar with Excel, proficiency preferred (including the creation of simple pivot table, tracking sheets and forms)
• Bilingual - English/Spanish a plus but not required
• Able to work in a team environment.
• Ability to multi-task in a fast-paced environment.
• Good communications skills.
• Trained on First-Aid, CPR, AED is a plus.
• Good problem-solving skills.
• Act with high level of professionalism, confidentiality, and courtesy.

Preferred Education:

• Associates degree or equivalent is preferred

Compensation & Benefits

The salary range posted represents the low and high end of OSI's salary range for this position. The salary range for this role is $19.50 USD $29.15 USD per hour, with a midpoint of $24.33. Offers are typically made between the minimum and midpoint of the range, based on skills, experience, and internal equity. In rare cases, highly qualified candidates may receive an offer above the midpoint; however, offers at the maximum of the range are not customary. Salaries will vary based on various factors, including but not limited to, location, education, skills, experience and performance. Base salary is one component of OSI's overall total rewards package. Other components may include bonuses, special pay programs, comprehensive time off, 401k with match and a full suite of benefit offerings for you and your family.

Work Environment:

• Fully Onsite role at OSI Corporate office in Aurora, IL - Please note offices will relocate to Warrenville, IL fall of 2026
• Job is an individual contributor.
• Job is an individual contributor and has no direct reports.
• Work is generally performed within a business professional office environment, with standard office equipment available.
• Work conditions are typical of an office environment.
• This role does not require any domestic travel
• Position may require the physical agility of lifting up to 15 pounds
• Position may require frequent and/or infrequent of bending, squatting, pushing, pulling, stretching/reaching, use hands or fingers, talk, hear, feel objects, tools, controls and standing/walking on concrete flooring.
• Position may require the physical ability to stand/walk for Less than 4 hours.

Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights notice from the Department of Labor.