Office Administrator Assistant

Bell Flavors & Fragrances; Northbrook (IL); On-site; USD 33,000 - 39,000; Full time

Benefits offered by this job

Competitive hourly rate

Benefits for full-time employees

Job summary

Bell Flavors & Fragrances is seeking an Office Administrator Assistant to manage front-desk operations and provide administrative support. You will be the welcoming first point of contact for visitors, clients, and employees in a fast-paced environment.

Reporting to the Executive Assistant, this role requires strong organization, proficiency with Microsoft Office, and a professional demeanor to ensure smooth daily operations and effective collaboration across teams.

Qualifications

• Associate degree required; bachelor’s degree preferred.
• Minimum 2 years of administrative support experience.
• Proficient with Word, Excel, Outlook, PowerPoint.
• Excellent verbal and written communication.
• Strong organizational skills and attention to detail.
• Ability to multitask in a fast-paced environment.

Responsibilities

• Greet and welcome visitors and handle sign-in and badges.
• Maintain reception and office area.
• Provide data entry, filing, documents, and correspondence.
• Manage inter-office mail and packages.
• Maintain office supply levels and order supplies.
• Prepare weekly mailings for remote employees.
• Maintain the phone extension master list.
• Support Customer Service and Executive Assistant teams on projects.
• Support compliance with safety, GMP, and food safety requirements.

Skills

Administrative experience

Multitasking

Customer service

Communication

Attention to detail

Education

Associate degree (required); bachelor's preferred

Tools

Microsoft Office Suite

Job description

Bell Flavors & Fragrances is looking for a professional, positive, and detail-oriented Office Administrator Assistant to manage our front-desk operations and provide comprehensive administrative support. You will be the welcoming first point of contact for visitors, clients, and employees, and will help keep our office running smoothly in a fast-paced environment. This role reports to the Executive Assistant.

What You'll Do

• Greet and welcome visitors, clients, and employees in a friendly, professional manner, following Visitors Policy protocols (sign-in, photo ID verification, and visitor badges)
• Maintain a clean and organized reception and office area
• Provide administrative support, including data entry, filing, document preparation, and correspondence
• Manage inter-office mail and USPS, FedEx, UPS, and Amazon packages, and notify recipients
• Maintain office supply inventory and order supplies, business cards, envelopes, letterhead, and labels
• Prepare weekly mailings for remote employees and other locations
• Maintain the phone extension master list
• Assist the Customer Service and Executive Assistant teams with special projects
• Support compliance with company safety policies, Good Manufacturing Practices, and applicable food safety and quality requirements

What You'll Bring

• Associate degree required; bachelor's degree preferred
• Minimum of 2 years of experience in an administrative support or office assistant role, preferably in a manufacturing or corporate setting
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint)
• Excellent verbal and written communication skills
• Strong organizational skills and attention to detail
• Ability to handle multiple tasks efficiently in a fast-paced environment
• Professional demeanor and strong customer service orientation

Why Join Bell?

• Be the welcoming first impression of Bell for visitors, clients, and employees
• Collaborate with the Executive Assistant, Customer Service, and teams across the business
• Gain valuable experience in a manufacturing environment within the flavors and fragrances industry
• Grow your administrative and organizational skills through varied, hands‑on responsibilities and special projects
• Join a supportive, collaborative, and professional work environment
• Competitive hourly rate of $24 -$28 per hour, based on qualifications and experience
• Competitive benefits available to eligible regular full-time employees

Equal Opportunity Employer

This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights notice from the Department of Labor.