Office Manager

1 week ago

Chicago, United States North Vending LLC Full time
Job DescriptionJob Description

North Vending LLC is looking for an Office Manager to join our team in our Northbrook office. The Office Manager is responsible for overseeing the general administrative functions and any events or activities in the office.

Your role is to create and maintain a pleasant work environment, ensuring high levels of organizational effectiveness, communication, key-record keeping and coordination among departments. The ideal candidate will have prior experience as office or assistant manager working in an office supporting multiple levels of employees.

Responsibilities include but not limited to:

  • Maintenance of Document Archive in Corporate Dropbox and Project Management Software
  • Payroll, HR and bookkeeping record-keeping and coordination, new employee on-boarding and training
  • Project documentation support to executive team: formatting and registering internal and externaldocuments, updating applicable task status, logging comments and content
  • Maintaining and creation of complex co-related company and project calendars
  • Assistance with travel arrangements, meeting room bookings, visas
  • Keeping the company’s filing system in order, assisting with implementation of new administration systems
  • Adding applicable information into JazzHR, Zoho CRM, Teamwork Project Managementand other platforms and services
  • Organizing and coordinating staff and external meetings, moderating on-site video-conferences, sorting and distributing incoming and outgoing post
  • Meeting minute preparation and circulation in agreed timeframe and manner, logging applicabletasks into project management software
  • Lead the way in using a variety of office equipment and software such as spreadsheets, emailing clients, databases, and IP secure encrypted communication protocols
  • Creation, Control and Updates to preferred Supplier Database, Contacts Database, Client Database,Contracts Register/Database, Casework register
  • Office and Accommodation search if applicable, issue resolution and conflict mitigation
  • Set-up and control of facilities services, supplier research and vetting Recruitment and Screening ofpersonnel for US Operations
  • Review and draft of job descriptions, posting of vacancies, screening candidates in recruitment channels,keeping the database of applicants
  • Recruiter liaison and research, budgeting and cash-flow planning, placement of critical adverts in commercial platforms to enable US operations
  • Ad-Hoc support to Marketing director with regards to EXPO and corporate Events
  • Set-up and management of Media Alerts, circulation of summaries to executive and Project Teams


Skills:

  • Proven experience as an Office manager, Executive assistant or Administrative assistant
  • Proficiency in Quickbooks
  • Proficiency in MS Office (MS Excel and MS Outlook, in particular)
  • Expirience in using Dropbox
  • Fluency in Russian/Ukrainian language
  • Hands on experience with office machines (e.g. fax machines and printers)
  • 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
  • High School degree; additional qualification as an Administrative assistant or Secretary will be a plus


Why North Vending?

  • Casual environment focused on teamwork
  • Career development program
  • Competitive salary
  • Health benefits (HRA)
  • Paid time off
  • Paid sick days
  • Paid Maternity Leave


*In order to share details on the product line and comp structure during the interview process you might be asked to sign a confidentiality and non-disclosure agreement.

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