Office Manager
6 days ago
North Vending LLC is seeking a highly organized and detail-oriented Office Manager to join our team in our Northbrook office. The successful candidate will be responsible for overseeing the general administrative functions and ensuring the smooth operation of the office.
Key Responsibilities:- 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 external documents, 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 Management and 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 applicable tasks 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 of personnel 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
- 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)
- Experience 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
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