Administrative Services Coordinator

2 months ago


Chicago, Illinois, United States Wounded Warrior Project Full time

Comprehensive Benefits Package: We offer a competitive compensation structure along with an extensive benefits package that includes full medical, dental, and vision coverage for both employees and their families.

Mission-Driven Environment: At Wounded Warrior Project (WWP), we are dedicated to honoring and empowering our nation's veterans. If you share this commitment, we would like to connect with you.

Role Overview: The Office Services Specialist serves as the initial point of contact for our organization, performing essential front office duties. This includes welcoming visitors, managing phone inquiries, and providing information about WWP.

Key Responsibilities:

  • Welcome guests and assist them as necessary.
  • Maintain office supplies and promotional materials inventory.
  • Handle incoming calls, assess their purpose, and direct them to the appropriate personnel.
  • Process donor checks and manage related documentation.
  • Respond to general inquiries via email and ensure proper distribution.
  • Coordinate conference room bookings.
  • Act as the primary liaison for assigned regional office, facilitating communication with IT, Facilities, HR, and Finance teams.
  • Support the organization of monthly team meetings and contribute to discussions during leadership calls.
  • Oversee shipping logistics and mail distribution within the office.
  • Provide training and mentorship to office service coordinators.
  • Track visitor traffic and maintain detailed logs for management review.
  • Prepare performance metrics to enhance team efficiency.
  • Collaborate with vendors for property maintenance.
  • Work with Facilities and Security teams to manage access control and emergency readiness.
  • Serve as the first point of contact for security concerns and manage incident responses.
  • Organize team-building activities to foster collaboration and camaraderie.
  • Facilitate community service initiatives and track their outcomes.
  • Conduct office orientations for new team members.
  • Monitor weather conditions to determine office closures and notify relevant parties.
  • Maintain vehicle logs and manage maintenance schedules.
  • Provide administrative support to program staff as required.
  • Be present for visits from executive leadership.
  • Perform other related duties as assigned.

Qualifications:

  • Three years of experience in customer service.
  • Two years of experience in administrative support roles.
  • Proficiency in Microsoft Office applications.

Preferred Qualifications:

  • Two years of experience in office management.

Education Requirements:

  • Associate degree or equivalent combination of education and experience.

Work Environment:

  • Standard office setting with temperature control.
  • Regular use of office equipment such as copiers and computers.
  • Ability to lift up to 30 pounds and sit for extended periods.
  • Occasional travel may be required.

Wounded Warrior Project is an equal opportunity employer committed to diversity and inclusion in the workplace.



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