Administrative Assistant

Inmar Intelligence; Libertyville (IL); On-site; USD 27,000 - 45,000; Full time

Benefits offered by this job

Medical, Dental, Vision insurance

401(k) retirement plan with company  匹

11 paid holidays

Tuition Reimbursement and cert. 지원

Wellness services

Parental Leave

Adoption Assistance

Flexible time off

Job summary

Inmar Intelligence in Libertyville, IL is seeking an Administrative Assistant to provide central admin support for leadership and staff, manage facilities, coordinate vendors, onboarding, events, and regulatory documentation. The role is full-time, on-site, 40 hours per week, requiring bilingual English/Spanish communication and strong organizational skills.

You will collaborate with leadership to schedule guest visits and audits, maintain office systems, process invoices, and ensure a safe,

Qualifications

• High School Diploma required.
• 2-4 years of administrative, office management or operations support experience.
• Bilingual English/Spanish verbal and written language skills required.
• Strong organizational and time management skills.
• Ability to work independently and manage multiple priorities.
• Demonstrated technical aptitude with the ability to troubleshoot common office technology issues.
• Proficiency in Google Suite and standard workplace tools.
• Strong attention to detail and problem-solving skills.
• Excellent written and verbal communication skills.
• Strong interpersonal and customer service skills.

Responsibilities

• Maintain daily office operations to ensure efficiency, organization, and alignment with company policies.
• Serve as the primary point of contact for office-related needs and inquiries.
• Maintain office systems, processes, and procedures to support smooth operations.
• Manage office access, security coordination, and visitor logistics as needed.
• Maintain inventory of office supplies, kitchen items, and essential materials.
• Assist with vendor coordination for services such as office supplies, equipment, and maintenance.
• Process office-related invoices.
• Ensure the office environment is clean, safe, and fully functional.
• Monitor and report facility-related issues, coordinating timely resolution.
• Assist leadership with scheduling guest visits, audits and tours.
• Maintain schedules or logs for office usage, visitors, or shared spaces as needed.
• Coordinate logistics for training sessions.
• Assist with general purchasing functions utilizing the Oracle Procurement System.
• Assist with planning and logistics for facility events such as; Employee Appreciation, Town Hall, Family Fun Day, etc.
• Assist with new hire onboarding process and logistics.
• Continue to grow skill sets with available tools and resources to advance capabilities.
• Perform other duties as assigned.
• Comply with all company policies and standards.

Skills

Bilingual English/Spanish

Organizational skills

Time management

Independently coordinate priorities

Technical aptitude

Google Suite

Attention to detail

Written and verbal communication

Interpersonal skills

Education

High School Diploma

Tools

Google Suite

Oracle Procurement System

Job description

The Administrative Assistant serves as the central administrative and operational support resource for the facility. This role ensures smooth daily office operations, providing administrative assistance for leadership and staff, purchasing and supply systems, coordinating hospitality and events, and maintaining regulatory and facility documentation.

This position requires strong organizational skills, technical aptitude, and the ability to independently coordinate multiple priorities. The role is full-time, working 40 hours per week, with the expectation to be on site and in the office Monday through Friday (5 days per week).

Operational

Primary Accountabilities

• Maintain daily office operations to ensure efficiency, organization, and alignment with company policies
• Serve as the primary point of contact for office-related needs and inquiries
• Maintain office systems, processes, and procedures to support smooth operations
• Manage office access, security coordination, and visitor logistics as needed
• Maintain inventory of office supplies, kitchen items, and essential materials
• Assist with vendor coordination for services such as office supplies, equipment, and maintenance
• Process office-related invoices

Administrative

• Ensure the office environment is clean, safe, and fully functional
• Monitor and report facility-related issues, coordinating timely resolution
• Assist leadership with scheduling guest visits, audits and tours.
• Maintain schedules or logs for office usage, visitors, or shared spaces as needed
• Coordinate logistics for training sessions

Additional Responsibilities

• Assist with general purchasing functions utilizing the Oracle Procurement System
• Assist with planning and logistics for facility events such as; Employee Appreciation, Town Hall, Family Fun Day, etc.
• Assist with new hire onboarding process and logistics
• Continue to grow skill sets with available tools and resources to advance capabilities.
• Perform other duties as assigned
• Comply with all company policies and standards

Required Qualifications

• High School Diploma required
• 2-4 years of administrative, office management or operations support experience
• Bilingual English/Spanish verbal and written language skills required
• Strong organizational and time management skills
• Ability to work independently and manage multiple priorities
• Demonstrated technical aptitude with the ability to troubleshoot common office technology issues
• Proficiency in Google Suite and standard workplace tools
• Strong attention to detail and problem-solving skills
• Excellent written and verbal communication skills
• Strong interpersonal and customer service skills

Physical Demands

The physical demands described here are representative of those that must be met by an associate to successfully perform the major job responsibilities (essential functions) of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the major job responsibilities. This job description is not intended to be an exhaustive list of all duties, responsibilities, or qualifications associated with the job.

• Use Hands to Handle Objects - Frequently
• Reach with Hands or Arms - Frequently
• Talk or Hear and Read Instructions - Frequently
• Stand, Kneel, or Stoop and Lift 20 Pounds - Frequently
• View Items at a Close Range - Frequently

Rarely: Job requires this activity up to 25% of the time

Occasionally: Job requires this activity between 25% - 50% of the time

Frequently: Job requires this activity between 50% - 75% of the time

Constantly: Job requires this activity more than 75% of the time

Individual Competencies

• Integrity: Able to communicate well in straight-forward situations.
• Teamwork: Advanced communication skills used to lead a team.
• Communication: Contributes to strategy for their team.
• Coaching: Develops respect for ideas and proposals within the department.
• Conflict Management: Develops solutions to complicated issues using abstract thinking in new or complex situations.
• Inclusivity: Diagnoses issues using a systematic and methodical approach.
• Quality Management: Helps others manage departmental changes.

At Inmar, we put people first and that means empowering our associates to thrive at every stage of life and career. Our comprehensive and competitive benefits package is thoughtfully designed to support a wide range of lifestyles and life stages.

Eligible Associates Have Access To

• Medical, Dental, and Vision insurance
• Basic and Supplemental Life Insurance options
• 401(k) retirement plans with company match
• Health Spending Accounts (HSA/FSA)

We Also Offer

• Flexible time off and 11 paid holidays
• Family-building benefits, including Maternity, Adoption, and Parental Leave
• Tuition Reimbursement and certification support, reflecting our commitment to lifelong learning
• Wellness and Mental Health counseling services
• Concierge and work/life support resources
• Adoption Assistance Reimbursement
• Perks and discount programs

Please note that eligibility for some benefits may depend on your job classification and length of employment. Benefits are subject to change and may be governed by specific plan or program terms.

At Inmar, Compensation Reflects Our Belief In Integrity, Transparency, And The Value Of Individual Contributions. The Hiring Range For This Position Is

19.63 - 32.72 USD Hourly

The final offer may vary based on factors such as geographic location, job-related skills, education, certifications, work experience, and other relevant considerations.

Depending on the job level and role, it may include:

• Annual discretionary bonuses through our Core Company Performance Bonus Plan
• Equity grants, sign-on bonuses, and other tailored incentive opportunities
• Additional discretionary compensation, such as:
• Growing Revenue Incentives
• Corporate or VIP Bonuses
• Deferred compensation opportunities

The actual annualized salary offered at the time of hire will be communicated in the candidate’s offer letter. We remain committed to fairness and transparency across all locations. Where required, including for remote-eligible roles, local pay ranges are disclosed in accordance with applicable laws and regulations.

We are an Equal Opportunity Employer, including disability/vets.

Recruitment Fraud Notice

Recruitment fraud is an increasingly common scam where individuals pose as employers to offer fictitious job opportunities. Scammers sometimes impersonate Inmar recruiters on LinkedIn and other channels. We will never ask for payment or sensitive personal information during the hiring process. Verify any role on our official Workday Careers site and learn how to spot scams in our full notice.

This position is not eligible for student visa sponsorship, including F-1 OPT or CPT. Candidates must have authorization to work in the U.S. without the need for employer sponsorship now or in the future.