Office Administrator

4 weeks ago

Vernon Hills, Illinois, United States Nemera Full time
Job Title: Office Manager

Company Description

Job Description

Position Purpose:

To support the business office operations and employees located at the Vernon Hills building of Nemera Buffalo Grove, and to support the HR team in administrative duties.

This role has high visibility with all employees, vendors, customers, suppliers, and other visitors. Therefore, professionalism, friendliness, and attention to detail are of importance.

The position requires good people skills, phone skills, computer literacy, and the ability to work well in a fast-paced, multi-tasking environment.

KEY RESPONSIBILITIES/ESSENTIAL FUNCTIONS:

  • Answer telephones and give information to callers, take messages, or transfer calls to appropriate individuals
  • Greet visitors or callers and handle their inquiries or direct them to the appropriate persons according to their needs (maintain visitor sign in logs, visitor badges, and provide safety briefing and brochure to all visitors)
  • Roll call during drills and evacuations from building
  • Operate office equipment such as fax machines, copiers, phone systems, employee id badge machine, and computers for spreadsheet, word processing, database management, and other applications
  • Route and distribute incoming mail including FedEx & UPS, maintain postage meter machine
  • Make copies of correspondence or other printed material and distribute as needed
  • Schedule meetings, conference rooms, and ensure that rooms are equipped with necessary supplies & equipment

Responsible for ordering the following:

  • office equipment/ supplies, group lunches, bereavement and special occasion gifts, coffee, copy paper, ink cartridges, coordinate leasing and repair of office equipment
  • Works as a liaison with contracted vending companies
  • Coordinate transportation services for visitors and employees as needed
  • Place and receive food orders
  • Set up and maintain paper and electronic filing systems for records, correspondence, and other material
  • Obtain name plate and mailboxes for all new employees
  • Support HR team in purchase requests & PO management
  • Assist with coordination and participate in New Employee Orientation, including preparation of New Hire packets, checklists, scheduling presenters, room set up, new hire paperwork and onboarding
  • Filing and maintaining all personnel files
  • Maintain I-9 documentation, including conducting E-verify
  • Maintain HR communication on HR bulletin boards & other compliance postings as required by law
  • Creates and posts communications in PowerPoint, email templates or videos through various means such as Net Presenter, Yammer, email, bulletin boards, desk/table drops
  • Other duties as may be assigned to support HRBP's, Payroll/Benefits Specialist, HR Manager, Talent Acquisition Manager
  • Assist in organizing employee engagement events includes sending meeting notices and communication of events, ordering supplies, set-up and clean-up
  • Create employee id badges for all new hires and replacement badges for employees
  • Assist in ad hoc tasks and projects as needed
  • Other duties as assigned

Qualifications:

  • 2+ years experience in customer service, reception, office administration is required
  • HS Diploma or GED required
  • Post-high school education a plus
  • Experience working with and supporting both office and manufacturing preferred

PREFERRED KNOWLEDGE/SKILLS:

  • Must work well with personnel at all levels in the organization from executive to individual contributors
  • Computer proficiency in Microsoft Office (Word, Excel, Outlook, Power Point)
  • Knowledge of administrative and clerical procedures
  • Must possess a high attention to detail and aptitude to function within deadline
  • Multi-tasking and problem-solving skills a must
  • Excellent communication and organizational skills
  • Self-motivated with strong organizational and time management skills
  • Professional personal presentation
  • Must have a high level of energy and a positive attitude

WORK ENVIRONMENT:

  • Works in an office and manufacturing environment with moderate noise level
  • Must don PPE when entering warehouse and manufacturing areas
  • Must be able to lift up to 35lbs
  • Need to travel to external job fairs (occasionally) and between Nemera's buildings (frequently)
  • Fast-paced work environment with frequent interruptions

Additional Information:

All your information will be kept confidential according to EEO guidelines.

Nemera is an equal opportunity employer and does not discriminate against any person on the basis of race, religion, color, gender, gender identity, sexual orientation, age, national origin, disability, veteran status, or any other protected class indication.

This company is required by federal law to hire only persons who can establish they are eligible to work in the United States.

The Nemera timekeeping system utilizes finger scan. Our biometric policy is available upon request

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