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Office Manager

2 months ago

Chicago, Illinois, United States Stout Full time
Job Summary

We are seeking a highly organized and detail-oriented Office Manager to join our team at Stout. The successful candidate will be responsible for managing the day-to-day operations of our office, ensuring a smooth and efficient work environment.

Key Responsibilities
  • Manage the organization, maintenance, and cleanliness of the entire office space
  • Oversee local administrative team and assist operations group with special projects
  • Supervise the receptionist and reception area
  • Work closely with facilities team and assist with office renovations, build-outs, moves, decommissioning, and communication
  • Liaison with building management on facilities requests and building communication
  • Manage operations credit card and submit weekly expenses
  • Work closely with Regional Office Leader on event planning
  • Maintain Budget for Office Related Purchases
  • Organize quarterly staff meetings
  • Handle new employee onboarding process
  • Perform admin handbook training for new hires
  • Facilitate employee headshot photos
  • Assist Human Resources with various training
  • Assist with firm and office-wide initiatives
  • Supervise records management process
  • Manage local office information on SharePoint
  • Assist with HubSpot (data management)
  • Maintain Supply Rooms/Kitchens/Snack Stations stocked and organized
  • Keep inventory of office supplies needed, order and put away
  • Keep inventory of kitchen supplies needed, order and put away
  • Keep inventory of Snack Station, order and set out weekly
  • Work with vendors on new pricing and opportunities
  • Process FedEx requests when needed
  • Keep inventory of FedEx supplies needed, order and put away
  • Maintain organization/cleanliness of entire office space
  • Perform weekly walkthroughs to keep the office clean and organized
  • Stock designated printer with paper and act as a backup
  • Order RICOH copier toner and keep stocked
  • Coordinate messenger delivery as needed
  • Arrange First Aid/CPR/AED training
  • Keep inventory of tabs/binding supplies needed for report production, order and put away
  • Answer door for deliveries and distribute packages
  • Manage GBC equipment maintenance requests
  • Phone coverage backup for reception as needed
  • Complete report production as needed
  • Act as backup for other departments and offices
  • Assist with other administrative requests
Requirements
  • Project management experience and skills necessary
  • Ability to be flexible and adapt to changing situations
  • Ability to work in a fast-paced environment necessary
  • Ability to stay calm and collected under pressure
  • Strong organizational skills necessary
  • Intermediate proficiency in Microsoft Office Suite (Word, Excel, Outlook)
  • Strong grammar and writing skills
  • Ability to multi-task
  • Work product that reflects a high degree of accuracy
  • Detail oriented
  • Ability to interact professionally with clients and employees
  • Must present a professional appearance
  • Reliable
  • Positive attitude
  • Team player
  • Experience with a multi-line phone system
  • Ability to lift up to 50 lbs.
Education and/or Training
  • 4-year degree in a related field preferred (business, communication, marketing)
  • Minimum 4 years relevant experience necessary (project management/office management)
  • Experience working within a professional services firm a plus
  • Must be qualified to work in the U.S. without employer sponsorship