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Corporate Office Services Coordinator

2 months ago

Chicago, Illinois, United States Marmon Holdings, Inc. Full time

About the Role:

The Marmon Group LLC is seeking a highly skilled and experienced Administrative Services Supervisor to join our team. As a key member of our Office Services team, you will play a critical role in ensuring the smooth operation of our Corporate office facilities.

Key Responsibilities:

  • Administrative Support (55%):
    • Provide day-to-day supervision to the Corporate Receptionist
    • Support the Manager, Administrative Services in maintaining contracts, billing arrangements, and relationships with outside vendors and service providers
    • Assist with managing the Corporate mobile phone plan, Corporate travel accounts, building access, and security system needs
    • Assist in budget planning and monitoring facility and office service expenses
    • Perform additional duties as assigned
  • Operations (45%):
    • Coordinate daily office service operations, including managing inventory, monitoring service desk requests, and ordering various office supplies, food & beverage items, and caf supplies
    • Perform equipment maintenance & repair and general cleaning tasks; collaborate with building maintenance when needed
    • Place service calls and follow up with various maintenance and service contractors; escalate issues or concerns to Manager, Administrative Services as appropriate
    • Liaise with Corporate Receptionist to ensure meeting room reservations for floors 39 & 18 and meeting setup needs are identified and understood
    • Collaborate with Executive Assistants to coordinate logistics for various meetings and events on multiple floors, to include setting up furniture & equipment and supplying & arranging beverages
    • Manage all incoming and outgoing U.S. mail sorting & delivery and package shipment needs
    • Assist with development and implementation of facilities management plans, policies, and procedures
    • Help oversee emergency preparedness and response procedures, to include partnering with the building management team to ensure regular safety drills are conducted and proper safety equipment is in place
    • Provide occasional relief coverage at Marmon's Corporate Reception desk
    • Perform additional duties as assigned

Requirements:

  • 5+ years of experience in administrative services, office services, facilities management, or a related role required
  • Corporate travel management experience highly desired
  • High school diploma or equivalent required; 2-year degree preferred
  • Excellent organizational and time management skills, with the ability to efficiently prioritize tasks
  • Effective interpersonal skills, with the ability to proactively collaborate and clearly communicate with employees and outside vendors
  • Proficiency with the Microsoft Office suite, including Outlook, Word, and Excel
  • Exceptional attention to detail
  • Ability to analyze and interpret financial data related to facilities and office services
  • Effective problem-solving skills
  • Ability to work independently and take initiative while also being a team player
  • Demonstrated dependability and punctuality
  • Ability to be onsite 5 days per week and work a flexible schedule as needed
  • Physical stamina to perform tasks that may involve moderate lifting (25 pounds regularly, 50 pounds occasionally, and 75 pounds sporadically), bending, stooping, walking, and/or standing for extended periods of time