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Office Coordinator

2 months ago

Oak Brook, Illinois, United States True Group, Inc. Full time

The Office Coordinator / Administrative Support Specialist will contribute to the vibrant culture at True Group, Inc. by bringing office management or administrative assistance experience, a positive demeanor, and a strong commitment to customer service.

Key Responsibilities:

  • Welcome all clients, guests, employees, and vendors in a friendly and inviting manner while overseeing the reception area.
  • Manage the guest portal and direct outside visitors appropriately.
  • Handle and route internal and external phone inquiries to the correct contacts.
  • Assist in organizing and maintaining meeting room schedules; prioritize and coordinate all incoming meeting and appointment requests.
  • Facilitate meeting room requests through Outlook, ensuring necessary approvals for external client meetings.
  • Maintain a comprehensive event calendar for the executive team.
  • Support internal team events, including planning (ordering food, décor, supplies), setup/takedown, and managing invitations and guest lists.
  • Coordinate charitable initiatives, including planning events, organizing collection drives, and liaising with various charitable organizations.
  • Oversee incoming and outgoing mail/packages, ensuring timely delivery to the appropriate personnel.
  • Create name tags for new team members.
  • Coordinate temporary workspace arrangements and storage solutions for employees.
  • Report facilities issues to the relevant contacts to ensure prompt maintenance actions.
  • Organize and replenish supplies upon delivery, maintaining a tidy office environment, which includes:
  • Loading and unloading the dishwasher daily.
  • Keeping meeting rooms organized throughout the day.
  • Cleaning kitchen surfaces and appliances regularly.
  • Managing kitchen refrigerator cleanliness weekly.
  • Restocking restroom supplies as needed.
  • Organizing office supply storage for employee access.
  • Conducting weekly inventory of refreshments and supplies across multiple locations, tracking orders in a spreadsheet.
  • Assist remote facilities with maintenance requests as required.
  • Maintain a master list of facility work requests for visibility and completion tracking.
  • Foster positive relationships with preferred vendors.
  • Assist in food order logistics for internal meetings and events.
  • Support weekly staff meeting agendas, tracking data and updating checklists.
  • Help manage True's Recognition Program by maintaining accurate records and communicating with team members.
  • Assist in the assembly and distribution of Welcome Kits for new team members.
  • Translate and create content for True's newsletter and announcements into accessible formats.
  • Participate in special departmental projects as needed.
  • Take notes during in-house meetings when requested.
  • Provide on-site support for contract employees.

Qualifications:

  • Preferred Bachelor's Degree.
  • Strong organizational skills and the ability to multitask effectively.
  • 1 - 2 years of experience in administrative support is preferred.
  • Proficient in Microsoft Office Suite – Word, Excel, PowerPoint.
  • Ability to work collaboratively within a team environment.
  • Possess a positive personality.
  • Demonstrate a solid work ethic with a history of maintaining high professional and personal standards.
  • Exceptional attention to detail.
  • Excellent verbal and written communication skills with the confidence to communicate effectively.

We appreciate your interest in this opportunity and encourage you to submit your resume, highlighting why you believe this position aligns with your skills and experience.