OFFICE ADMINISTRATOR

OPTO; Wood Dale (IL); On-site; USD 30,000 - 37,000; Full time

Job summary

OPTO is seeking an Office Administrator in Wood Dale, IL. This 3–6 month contract role supports VPs and departments with administrative tasks and bilingual duties in English and Spanish. The position may convert to full-time based on business needs and performance.

Responsibilities include travel planning, meetings coordination, mail handling, and executive support, with opportunities to translate communications and manage departmental details.

Qualifications

• Bilingual in English and Spanish required.
• Strong organizational and planning abilities.
• Ability to prioritize and manage workload.

Responsibilities

• Arrange and schedule travel for staff.
• Plan and coordinate corporate lunches and board meetings.
• Update internal staff contact lists and org charts.
• Greet visitors and direct them to staff members.
• Maintain apparel inventory and distribute shirts as needed.
• Answer phones and route calls.
• Monitor and stock kitchen and breakroom supplies.
• Coordinate messenger and courier services.
• Receive and distribute mail.
• Assist executives with administrative duties.
• Coordinate and organize meetings for executives.
• Assist with company events and lunches.
• Translate documents and communications between English and Spanish.
• Provide Concur administrative support and expense auditing.
• Provide general administrative assistance to employees as needed.

Skills

Bilingual English/Spanish

Organizational skills

Time management

Teamwork

Verbal and written communication

Attention to detail

Job description

If you are unable to complete this application due to a disability, contact this employer to ask for an accommodation or an alternative application process.

OFFICE ADMINISTRATOR

Wood Dale, IL, US

4 days ago Requisition ID: 1063

Salary Range: $22.00 To $27.00 Hourly

About OPTO

OPTO is a designer and manufacturer of retail fixtures for the retail industry in both domestic and international markets. We believe in relentless communication, we have a passion for growth, and are obsessively focused on helping our clients be successful. At our core, we are a design driven retail fixture manufacturing company. We apply that creative thought process to our customer proposals, product development, and internal operations. The excitement, innovation, and passion from all of our team members allows us to curate the best solutions for any retail environment.

WhatwearelookingforintheOfficeAdministrator-BilingualSpanish:

We are seeking an Office Administrator, to provide administrative and clerical support to all VPs and other departments at OPTO. This is a 3–6-month contract position with the potential for full-time conversion based on business needs and performance.To excel in this role, you must enjoy working in a fast-paced environment and have excellent people skills.

Office Administrator Key Responsibilities Include:

• Arrange and schedule travel for staff
• Plan and coordinate corporate lunches for clients and Board meetings (hospitality & catering)
• Update and maintain internal staff contact phone lists and org charts
• Greet visitors and direct them to the correct staff member
• Maintain T shirt inventory and coordinate the annual shirt distribution to all supervisors and hourly employees and any replacements throughout the year
• Answer phones and transfer to the appropriate staff member
• Monitor, restock, and organize kitchen and lunchroom supplies, including coffee, snacks, and beverages
• Coordinate messenger and courier services
• Receive, sort, and distribute incoming mail
• Assist executives as needed in administrative duties
• Coordinate and organize appointments and meetings for executives
• Assist with company events and lunches
• Perform work-related errands as requested
• Coordinate and help with any showroom visits, as needed
• Prepare and distribute employee attendance communications
• Translate documents and communications between English and Spanish
• Administer Wellable enrollments, notifications, challenges, and rewards
• Draft and distribute the OPTO employee newsletter
• Support key card activation and deactivation, door access, and temporary and access badge tracking, printing, and distribution
• Track and report phishing simulation participation and distribute top-reporter communications
• Coordinate food truck scheduling and related employee flyers
• Administer the Eyelation safety glasses program
• Maintain PP tracking and related records
• Order and inventory paint samples and fulfill paint sample requests
• Coordinate catalogs send-out requests and organize and maintain sample library inventory
• Provide Concur administrative support, including new-user setup and expense-report auditing
• Provide general administrative assistance to employees as needed
• Other duties as assigned
• Must be bilingual in English and Spanish
• Ability to organize and plan
• Ability to prioritize and manage workload
• Ability to work independently and part of a team
• Good verbal and written communication skills
• Have attention to detail and be accurate
• Have flexibility and be able to multi-task