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Office Experience Manager

3 months ago

Chicago, United States Empower Media Full time

We value the power of collaboration and teamwork; hence the candidate should be committed to working 5 days a week out of the Chicago office.


We are looking for an Office Experience Manager to organize and coordinate administration duties and office procedures. Your role is to create and maintain a pleasant work environment, ensuring high levels of organizational effectiveness, employee engagement, communication, and safety.


This individual thrives in a fast-paced and ever-changing environment. This individual must flourish within a dynamic agency team and build effective cross-functional relationships with colleagues across all departments.


RESPONSIBILITIES:

  • Deliver excellent service and relationship management in a fast-paced environment
  • Serve as the point person for office manager duties including:


  1. Mailing
  2. Supplies
  3. Answering phone lines
  4. Equipment
  5. Bills
  6. Order/shop for all office needs
  7. Schedule meetings and appointments.
  8. Organize the office layout
  9. Maintenance


  • Maintain the office condition and arrange necessary repairs
  • Manage office budget, ensure accurate and timely reporting
  • Partner with HR to update and maintain office policies as necessary, provide office-related equipment (badges, parking passes), assist with employee onboarding and offboarding
  • Organize office operations and procedures
  • Coordinate with IT department on all office equipment
  • Ensure that all items are invoiced and paid on time
  • Manage contract and price negotiations with office vendors, service providers and office lease
  • Provide general support to visitors
  • Address employees' queries regarding office management issues (e.g. stationery, Hardware, and travel arrangements)
  • Liaise with facility management vendors, including cleaning, catering and security services
  • Plan in-house or off-site activities, like parties, celebrations and conferences
  • Assist with employee engagement related events and initiatives
  • Ad hoc projects with administrative tasks will be assigned as needed


REQUIRED EXPERIENCE/ABILITIES:

  • Proven experience as an Office Manager, Front Office Manager or Administrative Assistant
  • Knowledge of Office Administrator responsibilities, systems and procedures
  • Proficiency in MS Office (MS Excel, MS PowerPoint, and MS Outlook, in particular)
  • Hands on experience with office machines (e.g. printers & fax machines)
  • Excellent time management skills and ability to multi-task and prioritize work
  • Attention to detail and problem-solving skills
  • Excellent written and verbal communication skills
  • Strong organizational and planning skills in a fast-paced environment
  • A creative mind with an ability to be proactive & suggest improvements


KEY CHARACTERISTICS/DESIRED COMPETENCIES:

  • Ability to anticipate challenges and provide actionable solutions
  • Strong attention to detail
  • Proven success in a fast-paced environment with a “roll-up-your-sleeves” attitude
  • Initiative and resourcefulness in finding solutions to limitations and challenges
  • Self-directed, with considerable initiative
  • Superior listening skills and creative problem-solving skills
  • Ability to build internal and external relationships
  • Organizational skills and ability to anticipate employee and office needs, ability to be solution oriented and having a strong sense of urgency