▶︎ Job Details:
• Job Title: Office Administrator
• Client: Financial Services
• Working Location: Chicago, IL 60606
• Working Style: On-site
• Employment Type: Full-time
• Salary: $55K–$65K
• Working Hours: Standard full-time hours, occasional weekend work required
• Language: English
▶︎ What will you do:
• Keep track of all non-tech equipment; means annually or bi-annually at request of Facilities team, manually check the labels on over 150 pieces including art, furniture, office chairs, cabinets, etc. to make sure it’s all accounted for
• Manage any vendor that comes into the building, including HVAC inspections and any warnings that go off and send messages to our client personnel with Facilities which are time sensitive
• Coordinate with shredder companies doing weekly/bi-weekly pickups
• Handle FedEx/UPS/DHL orders
• Oversee ISP inspections and updates (AT&T/Crown and Castle)
• Manage pantry products (water dispenser, ice machine), and put in service requests
• Handle Canon printer pickup, drop-off, maintenance, weekly print reports, and any rotation of devices
• Provide monthly print count readouts 4-5x/month for a vendor (Canon)
• Request and distribute parking or building access cards to employees
• Find and keep track of any physical keys in the old fireproof safe
• Order any printer ink/toner/paper
• Handle coffee and water orders for employees/guests
• Maintain contact with a vendor who stocks our medicine cabinet and services the on-site AED machine
• Prepare for and work weekend shifts that usually require over a week of prep, not including associated IT tickets (sending emails to office members, posting reminders in kitchen/doorways, monitoring correspondence from Facilities team for changes) to do power shutdowns in the building
• Answer the door for any deliveries or guests
• Perform inventory checks on emergency supplies at all workstation desks upon request from other Facilities
• Update iOffice software which keeps track of seating charts, new users, etc.
• Maintain all COVID supplies (masks, hand sanitizer, wipes, etc.) and signs
• Take over responsibilities of being office fire warden in case of emergency evacuation; requires separate safety training and certification
• Handle other Facilities-related matters that may arise
▶︎ Required Qualifications & Skills:
• 2 years of related experience
• Strong vendor management skills
• Strong verbal and written communication skills
• Good organizational skills
• PC skills — Word, Excel, SharePoint
• Ability to work independently
• Valid driver’s license required (office manages 4 vehicles)