Administrative Assistant

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

Benefits offered by this job

Health benefits

401(k) match

Paid holidays

Tuition reimbursement

Job summary

Inmar Inc. in Libertyville, IL, is seeking an Administrative Assistant to provide centralized administrative and operational support on site.

The role ensures smooth daily office operations, supports leadership and staff, manages purchasing, vendor coordination, and maintains facility documentation. The ideal candidate has a High School Diploma, 2–4 years of relevant experience, bilingual English/Spanish, strong organizational and communication skills, and proficiency with Google Suite to handle

Qualifications

• High School Diploma required.
• 2-4 years of administrative, office management or ops support experience.
• Bilingual English/Spanish verbal and written required.
• Strong organizational and time management skills.
• Proficient with Google Suite and standard tools.
• Excellent written and verbal communication and customer service.

Responsibilities

• Maintain daily office operations for efficiency and policy alignment.
• Serve as primary contact for office-related needs and inquiries.
• Manage office access, security, and visitor logistics.
• Coordinate vendor services for supplies, equipment, and maintenance.
• Process office-related invoices and purchasing using Oracle.
• Assist with events, onboarding, audits, and leadership scheduling.

Skills

Bilingual English/Spanish

Organizational skills

Tech troubleshooting

Google Suite

Communication skills

Customer service

Education

High School Diploma

Tools

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).Primary AccountabilitiesOperational:Maintain daily office operations to ensure efficiency, organization, and alignment with company policiesServe as the primary point of contact for office-related needs and inquiriesMaintain office systems, processes, and procedures to support smooth operationsManage office access, security coordination, and visitor logistics as neededMaintain inventory of office supplies, kitchen items, and essential materialsAssist with vendor coordination for services such as office supplies, equipment, and maintenanceProcess office-related invoicesAdministrativeEnsure the office environment is clean, safe, and fully functionalMonitor and report facility-related issues, coordinating timely resolutionAssist leadership with scheduling guest visits, audits and tours.Maintain schedules or logs for office usage, visitors, or shared spaces as neededCoordinate logistics for training sessionsAdditional Responsibilities:Assist with general purchasing functions utilizing the Oracle Procurement SystemAssist with planning and logistics for facility events such as; Employee Appreciation, Town Hall, Family Fun Day, etc.Assist with new hire onboarding process and logisticsContinue to grow skill sets with available tools and resources to advance capabilities.Perform other duties as assignedComply with all company policies and standardsRequired Qualifications:High School Diploma required2-4 years of administrative, office management or operations support experienceBilingual English/Spanish verbal and written language skills requiredStrong organizational and time management skillsAbility to work independently and manage multiple prioritiesDemonstrated technical aptitude with the ability to troubleshoot common office technology issuesProficiency in Google Suite and standard workplace toolsStrong attention to detail and problem-solving skillsExcellent written and verbal communication skillsStrong interpersonal and customer service skillsPhysical DemandsThe 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 - FrequentlyReach with Hands or Arms - FrequentlyTalk or Hear and Read Instructions - FrequentlyStand, Kneel, or Stoop and Lift 20 Pounds - FrequentlyView Items at a Close Range - FrequentlyRarely: Job requires this activity up to 25% of the timeOccasionally: Job requires this activity between 25% - 50% of the timeFrequently: Job requires this activity between 50% - 75% of the timeConstantly: Job requires this activity more than 75% of the timeIndividual CompetenciesIntegrity: 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 insuranceBasic and Supplemental Life Insurance options401(k) retirement plans with company matchHealth Spending Accounts (HSA/FSA)We also offer:Flexible time off and 11 paid holidaysFamily-building benefits, including Maternity, Adoption, and Parental LeaveTuition Reimbursement and certification support, reflecting our commitment to lifelong learningWellness and Mental Health counseling servicesConcierge and work/life support resourcesAdoption Assistance ReimbursementPerks and discount programsPlease 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 HourlyThe 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 PlanEquity grants, sign-on bonuses, and other tailored incentive opportunitiesAdditional discretionary compensation, such as:Growing Revenue IncentivesCorporate or VIP BonusesDeferred compensation opportunitiesThe 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.