Office Manager

Office Manager

  Not Disclosed

  Rolling Meadows, IL

  Permanent

  Not Disclosed

  Not Disclosed

  Consulting

Job Description

Job Summary:

Looking for an Office Manager to play a crucial role in ensuring the smooth operation of our corporate office. This multifaceted role encompasses office management, administrative tasks, technical support, and occasional physical tasks. The ideal candidate is an organized and adaptable professional who can efficiently manage office activities, provide technical assistance, and contribute to maintaining a productive and collaborative work environment.

Key Responsibilities:

• Office Management:
1. Oversee day-to-day office operations, including managing supplies, equipment, and facility maintenance.
2. Coordinate office events, meetings, and conferences, ensuring they are well-organized and successful.
3. Manage reception duties, greeting visitors, answering calls, and directing inquiries appropriately.
4. Assist in coordinating travel arrangements and accommodations for staff and executives.
5. Collaborate with HR on onboarding new employees, including preparing workstations and necessary materials.

• Administrative Tasks:
1. Handle general administrative duties, including managing mail, filing, and organizing documents.
2. Assist with data entry, record keeping, and maintaining accurate office records.
3. Prepare and edit documents, reports, and presentations as required.
4. Support finance functions by assisting with expense reports, invoices, and budget tracking.

• Physical Tasks:
1. Assist with lifting and moving items weighing up to 30-50 lbs., such as office equipment, supplies, and furniture.
2. Ensure the office space is organized, clean, and conducive to productivity.
3. Manage light office maintenance tasks and liaise with building management for repairs and maintenance.

• Collaboration and Communication:
1. Coordinate with various teams within the staffing company to ensure alignment and effective communication.
2. Foster a positive and inclusive office culture by promoting teamwork and collaboration.
3. Effectively communicate with staff, clients, and vendors in a courteous and professional manner.

• Qualifications:
- Proven experience in office management, administrative support, and technical assistance roles.
- Basic technical proficiency with computer hardware, software, and troubleshooting.
- Strong organizational skills with the ability to prioritize tasks and manage time effectively.
- Excellent interpersonal and communication skills for interacting with staff and external contacts.
- Detail-oriented approach to administrative tasks and record keeping.
- Ability to lift and move items weighing up to 30-50 lbs.
- Adaptability and willingness to learn new skills and take on diverse responsibilities.
- Proficiency in using Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
- Strong problem-solving abilities and a proactive attitude.
- Previous experience in a corporate or staffing environment is a plus.



This role is an on-site role and work hours would be from 9am to 6pm CST.
VIVA is an equal opportunity employer. All qualified applicants have an equal opportunity for placement, and all employees have an equal opportunity to develop on the job. This means that VIVA will not discriminate against any employee or qualified applicant on the basis of race, color, religion, sex, sexual orientation, gender identity, national origin, disability or protected veteran status