Manager, Administrative Services

4 weeks ago

Chicago, United States MacArthur Foundation Full time

The Administrative Services team plans, manages, coordinates, and directs support services to ensure the success of the day-to-day operations of the Foundation. This customer service- and detailed-oriented team provides a high level of support and seeks creative and effective programs, services, and solutions that foster a supportive, well-run, and efficient working environment.

The Manager, Administrative Services provides high-level customer service in managing the corporate facilities. This person functions as Corporate Travel Manager, Construction Manager, Chief Security Officer, Purchasing Agent and troubleshoots office related problems until issues are cured. The Manager, Administrative Services communicates daily and works closely with the team on all aspects of maintaining the corporate offices, including Lever for Change, coordinates services for the Corporate Chicago apartment; oversees construction project administration including design development, implementation, and budget administration; oversees selection of a diverse vendor pool; performs cost analysis and reviews incoming proposals.

Job Description

Essential Duties and Responsibilities:

  • Manage MacArthur Foundation and Lever for Change office space as it relates to beautification, repair, and service (i.e., plant rental, recycling, carpet cleaning, painting, electrical, plumbing, etc.)
  • Provide oversight of all production rooms, pantry areas, conference center maintenance and new work requests
  • Maintain the use of Envoy and Zoom visitor management systems in the reception area
  • Collaborate with the Administrative Services team to develop and review budgets, new furniture and supply orders, preventative maintenance contracts, expense requests and when necessary, adjust spend through forecasting
  • Partner with the Office of the Building staff, Engineering staff, security, and maintenance staff
  • Negotiate and evaluate purchase agreements, equipment contracts, furniture, supplies and maintenance proposals
  • Maintain open lines of communication with Legal, COO, CFO, Office of the Building, President and Chief of Staff, as required
  • Manage the relationship with the Foundation's 3rd party corporate travel partner in addition to negotiating the travel contract and contracts with preferred airlines
  • Coordinate with Finance on annual staff travel meetings
  • Work closely with the Senior Associate to manage travel & the airline portal as well as award MP status
  • Organize quarterly Fire Marshal meetings and partner with Building Management on annual fire drills /seminars and inspection of all emergency devices
  • Promptly and effectively respond to Foundation security issues
  • Coordinate annual CPR training and certification for Foundation staff
  • Oversee the Chicago Corporate Apartment maintenance and occupancy scheduling
  • Perform other duties as assigned
Qualifications:
  • At least ten years of relevant office management experience with a bachelor's degree preferred
  • Must have experience in budget administration, project administration and telecommunications
  • Excellent writing, editing, and organizational skills
  • Able to manage projects and tasks simultaneously
  • Proficiency in working in Microsoft Office Suite (Word, Excel, Access, PowerPoint, and Outlook)
  • Must have excellent telephone and email etiquette
  • Must be able to work in harmony with all levels of the organization
  • Able to anticipate, take initiative and adapt to change
  • Outstanding organizational and communication skills
  • Must be able to multitask, meet deadlines and manage priorities


The position is based in Chicago, Illinois.

Annual salary for this for role will start at $133,200.

Physical Requirements and Work Environment

The work environment is an office setting. Intermittent physical activities will include bending, reaching, sitting, and moving around the office during working hours. Reasonable accommodations may be made to enable a person with physical disabilities to perform the job.

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