Office Administrator (Carlyle, IL)

The Maschhoffs; Carlyle (IL); On-site; USD 47,000 - 56,000; Full time

Job summary

The Maschhoffs is seeking a dedicated Office Administrator for their Carlyle, IL location. This role involves supporting the office operations, managing vendor relationships, and ensuring efficient communication. Candidates should possess strong organizational skills and have a keen ability to multitask while maintaining professionalism.

Benefits

Comprehensive benefits package

PPO and HDHP plan options

Group rate vision benefits

Paid time off program

Qualifications

• 4 years of experience in an administrative role.
• Proficiency in Microsoft Office Suite.
• Ability to manage multiple tasks in a fast-paced environment.

Responsibilities

• Serve as the liaison for building management vendors.
• Perform receptionist duties and greet visitors.
• Manage incoming and outgoing mail and packages.

Skills

Clear and concise written communication

Organization

Multi-tasking

Education

High school diploma or GED

Associates or bachelor’s degree in business administration

Tools

Microsoft Office Software Suite

Electronic filing systems

Job description

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• Serve as the liaison for building management vendors, review and approve vendor invoices, and provide administrative support for maintenance requests.
• Keep the office informed of various announcements, notifications, and activities in and around the office.
• Perform receptionist duties, greet visitors, as well as screen and direct phone calls to appropriate staff.
• Maintain an organized and presentable front lobby and office environment.
• Manage incoming and outgoing mail and packages and distribute as needed – prepare and send certified mail.
• Create, maintain, and update documents in MS Word, Excel, PowerPoint, Outlook, and SharePoint as needed.
• Operate office machines including, but not limited to, copiers, printers, postage, lamination, and binding machines.
• Assist in the ordering and stocking of office supplies.
• Coordinate distribution of resources from the Carlyle office to various offsite locations.
• Manage special administrative projects and assist with special events including meetings, catering, educational events, blood drives, etc., for internal and external stakeholders.
• Assist the Carlyle office with various administrative and operational requests including, but not limited to, posting the HR team weekly job listing.
• Assist the Maschhoff family with special projects and requests as needed.
  
  

Job Details

Description

Duties & Functions:

• Serve as the liaison for building management vendors, review and approve vendor invoices, and provide administrative support for maintenance requests.
• Keep the office informed of various announcements, notifications, and activities in and around the office.
• Perform receptionist duties, greet visitors, as well as screen and direct phone calls to appropriate staff.
• Maintain an organized and presentable front lobby and office environment.
• Manage incoming and outgoing mail and packages and distribute as needed – prepare and send certified mail.
• Create, maintain, and update documents in MS Word, Excel, PowerPoint, Outlook, and SharePoint as needed.
• Operate office machines including, but not limited to, copiers, printers, postage, lamination, and binding machines.
• Assist in the ordering and stocking of office supplies.
• Coordinate distribution of resources from the Carlyle office to various offsite locations.
• Manage special administrative projects and assist with special events including meetings, catering, educational events, blood drives, etc., for internal and external stakeholders.
• Assist the Carlyle office with various administrative and operational requests including, but not limited to, posting the HR team weekly job listing.
• Assist the Maschhoff family with special projects and requests as needed.
  
  

Minimum Qualifications

Education: High school diploma or GED required; Associates or bachelor’s degree in business administration or related field strongly preferred.

Experience: 4 years

Knowledge Of

Knowledge, Skills and Abilities:

• Multi-line switchboard and voice messaging systems
• Microsoft Office Software Suite (Word, Excel, Outlook, PowerPoint) – moderate level
• Internet Explorer
• Electronic filing systems, audiovisual, print, scan, copy equipment
• Business machines such as lamination, postage, binding
  
  

Skilled In

• Clear and concise written and verbal communication
• Organization and planning in a demonstrated logical and methodical manner
• Productive multi-tasking
• Typing 50 wpm
  
  

Ability To

• Demonstrate professionalism in demeanor, appearance, and communication
• Maintain appropriate interpersonal relationships with employees and customers
• Exercise sound business judgment to make decisions and solve problems
• Exercise discretion when handling confidential information
• Operate independently and demonstrate initiative
• Recognize workload priorities and plan effectively
• Be productive in a fast-paced work environment
• Adapt readily to new software systems
  
  

Compensation

Targeted pay range of $47,552 – $55,973 USD annually, depending on experience and qualifications.

Benefits

The Maschhoffs offers full-time regular employees a comprehensive benefits package including:

• Your choice between a Preferred Provider Organization (PPO) plan and a High Deductible Health Plan (HDHP) plan.
• Two options for dental coverage, both of which cover three main types of expenses and cover preventative care at 100%.
• Group rate vision benefits.
• Complimentary Basic Life Insurance as well as voluntary employee, spouse, and child life insurance policies.
• Short Term and Long Term Disability coverage, at no cost to the employee.
• A traditional pre-tax 401(k) plan as well as a Roth 40(k) plan. The Company matches the first 4% of employee contributions, which is immediately vested.
• A generous paid time off program, including a life event day and volunteer day each year for full time employees.

Seniority level

• Seniority level

  Mid-Senior level

Employment type

• Employment type

  Full-time

Job function

• Job function

  Administrative

• Industries

  Food and Beverage Manufacturing

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