Office Administrator

MA Building Services; Buffalo Grove (IL); On-site; USD 50,000 - 70,000; Full time

Job summary

MA Building Services is seeking an Office Administrator who will be responsible for providing general administrative support, managing office inventory, and coordinating with various teams to ensure smooth operations. Ideal candidates should possess strong organizational skills, proficiency in Microsoft Office, and excellent communication abilities.

Qualifications

• Strong organizational and multitasking skills required.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook) is essential.
• Excellent written and verbal communication skills a must.

Responsibilities

• Answer phone calls and assist on-site visitors.
• Manage inventory of supplies to ensure a welcoming environment.
• Coordinate with accounting and vendors for invoices and purchase orders.

Skills

Organizational Skills

Multitasking

Communication Skills

Tech Savviness

Education

Previous Administrative Experience

Tools

Microsoft Office Suite

Job description

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• Answer phone calls, greet and assist on-site visitors, and notify appropriate personnel.
• Manage office supplies, food, and beverage inventory to ensure a well-stocked and welcoming environment.
  
  

Job Description

Key Responsibilities:

General Administrative Support

• Answer phone calls, greet and assist on-site visitors, and notify appropriate personnel.
• Manage office supplies, food, and beverage inventory to ensure a well-stocked and welcoming environment.
  
  

Operations Support

• Receive and review supply orders for properties and internal departments.
• Generate work orders (WO) for billable and non-billable supply requests; oversee and track incoming orders.
• Coordinate with the accounting department and vendors to ensure proper tracking of invoices and purchase orders.
• Support onboarding of new customers through data entry, note-taking, and ensuring a smooth transition for new accounts.
  
  

Data Entry & Compliance

• Accurately enter and maintain records and databases, including Certificates of Insurance (COIs), contracts, and other corporate documentation.
• Utilize internal work order systems to maintain and manage the setup of new locations.
• Collaborate with clients to ensure operational and accounting software is utilized effectively.
• Maintain and update internal databases including company files, spreadsheets, estimates, maps, and other critical documents.
  
  

Cross-Departmental Support

• Assist HR with database entry and payroll-related tasks.
• Onboard new clients across various platforms and ensure compliance with billing and account protocols.
• Maintain confidentiality of employee and operational information.
• Act as a communication liaison between staff, clients, and external partners to ensure clear and timely information flow.
• Support implementation of company policies and maintain compliance with company standards.
• Take and distribute meeting minutes for company and departmental meetings.
  
  

Executive Support

• Manage calendars and coordinate meetings and appointments for the Managing Partner.
• Organize and prioritize emails and tasks.
• Provide direct support to the Managing Partner on projects, tasks, and follow-ups.
• Help keep the Managing Partner organized and on track with daily responsibilities.
  
  

Qualifications:

• Previous administrative experience preferred.
• Strong organizational and multitasking skills.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and general tech-savviness.
• Excellent written and verbal communication skills.
• Ability to maintain a high level of discretion and confidentiality.
• Positive attitude and willingness to adapt in a dynamic work environment.
  
  

Work Hours:

• 7:30am to 4:00pm
• Monday through Friday
  
  

If you are a motivated and reliable professional who thrives in a supportive role and enjoys being a key part of a team, we’d love to hear from you!

Company Description

MA Building Services, a Mid-America Real Estate Group company, is a commercial cleaning and building services company serving the Midwest with offices in Illinois, Wisconsin, Michigan and Minnesota. Committed to the highest standards of excellence, we pride ourselves on offering comprehensive cleaning and maintenance solutions delivered by our skilled workforce.

Our mission is to treat the properties we service as if they are our own. With depth of service lines and knowledge, our goal is to become a go-to easy button for our clients. When you retain MA Building Services, you get access to a 24/7 team, with a commitment to proactive oversight and unmatched customer service. Whether a one-time project or ongoing service, MA Building Services will keep your facilities clean, safe and running smoothly.

MA Building Services, a Mid-America Real Estate Group company, is a commercial cleaning and building services company serving the Midwest with offices in Illinois, Wisconsin, Michigan and Minnesota. Committed to the highest standards of excellence, we pride ourselves on offering comprehensive cleaning and maintenance solutions delivered by our skilled workforce. Our mission is to treat the properties we service as if they are our own. With depth of service lines and knowledge, our goal is to become a go-to easy button for our clients. When you retain MA Building Services, you get access to a 24/7 team, with a commitment to proactive oversight and unmatched customer service. Whether a one-time project or ongoing service, MA Building Services will keep your facilities clean, safe and running smoothly.

Seniority level

• Seniority level

  Entry level

Employment type

• Employment type

  Full-time

Job function

• Job function

  Administrative

• Industries

  Facilities Services

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