Office Communications Admin

Ball Horticultural Company; Chicago, Northern (IL, KY); Hybrid; USD 26,000 - 32,000; Full time

Job summary

Ball Horticultural Company in Chicago, IL is seeking an Office Communications Admin to answer a multi-line switchboard, direct calls, and cover the reception desk daily. The role includes clerical tasks, directory maintenance, and assisting with events.

Experience with Microsoft Office and SAP is preferred. The position offers collaboration with Invoice Verification & Claims, data entry, customer service, and a strong emphasis on professionalism and organization.

Qualifications

• 1–2 years of office experience required.
• High school diploma or GED required.
• Proficient in Microsoft Office (Excel, Word, Outlook).
• Previous knowledge of SAP preferred.
• Ability to manage multiple tasks/projects simultaneously.
• Professional attitude and appearance.
• Flexibility to adapt to varied people and tasks.
• Exceptional organizational skills.
• Ability to work independently with minimal supervision.
• Must be able to sit at a computer for long periods.
• Learns quickly in new situations.
• Adapts to new technologies quickly.

Responsibilities

• Answer switchboard and transfer calls to appropriate person/department.
• Update corporate directory in AD Manager to keep employee info current.
• Cover reception desk daily and during vacations to ensure front desk coverage.
• Handle clerical tasks: typing, laminating, folding envelopes, etc.
• Support administrative duties for company events.
• Photograph new hires and post to directory.
• Order and print name tags for new employees and managers.
• Support other departments with admin tasks.
• Update customer claims on orders with the Claims Department.
• Print supplier credit memos.
• File invoices electronically with Invoice Verification.
• Additional duties as assigned.

Skills

Office experience

Microsoft Office

Multitasking

Independent worker

Organizational skills

Fast learner

Professional demeanor

Flexibility

Education

High school diploma or GED

Tools

SAP

Job description

Description

The Office Communications Admin’s first responsibility is to answer a multi-line switchboard for the Ball Corporation quickly and direct calls to their proper destination without delay. This position also covers the reception desk daily as well as assisting Office Communications with typing projects and other clerical duties. In addition, you will work with the Invoice Verification & Claims Departments on a variety of jobs.

Job Responsibilities and Duties

• Answer the Switchboard and transfers call to the appropriate person/department.


• Update the Ball Corporate Directory in AD Manager in a timely manner to ensure all Ball internal employees have accurate directory info available to them.


• Cover Reception Desk daily for breaks/lunches and full-time during vacations to always have coverage at the front desk providing our guests with a great experience.


• Handle miscellaneous clerical jobs as needed – typing, laminating, folding/stuffing envelopes, etc. to fulfill the needs of our internal and external customers.


• Help with administrative duties for company events to provide the support needed to ensure our events are a success.


• Take pictures of new hires and post.


• Order standard name tag for every new employee. Create/print magnetic name tags for managers.


• Support other departments with their administrative tasks as needed.


• Work for the Claims Dept. to update customer claims on orders to provide timely customer service to help resolve issues.


• Print supplier credit memos.


• Works with Invoice Verification to file invoices electronically by supplier/ship week to enable easy search/access for Invoice Specialists.


• Additional duties assigned by supervisor.

Requirements

• 1-2 years of prior office experience is required


• High school diploma or GED is required


• Must have proficient skills using Microsoft Office Excel, Word, and Outlook


• Previous knowledge of SAP is preferred


• Ability to manage multiple projects simultaneously required


• Professional attitude and appearance.


• Flexibility to adapt to a wide range of people and job requirements.


• Exceptional organizational skills.


• Must be able to work independently and with minimal supervision.


• Will be required to sit at a computer for an extended period of time.


• Learns quickly when facing new situations.


• Readily learns and adopts new technologies.

Physical Requirements

• Ability to Lift/Carry 15 lbs 1% of the day


• Ability to push/pull 15 lbs 1% of the day


• Ability to sit/stand 95% of the day


• Ability to kneel/bend 1% of the day


• Ability to reach 1% of the day


• Ability to use hands/fingers 95% of the day

Hourly Pay Range: $19-$23

Our promise to you

Ball is a global leader in horticulture: we develop, produce, and sell plants around the world. Our vision is to color the world through our customers. We create excitement in the world of flowers and are the first choice for service. We deliver all the best and nothing else! To you, we deliver a work environment and a culture where building long-lasting relationships internally and externally is important. We believe that good communication, sharing ideas, and collaborating on projects will set us up for success. We keep both our feet on the ground and are approachable.

In addition to this, we provide a comprehensive Total Rewards package that includes

• Medical, dental, life, and long-term disability insurance


• 401k/Profit Sharing Retirement Plan


• Paid time off benefits including vacation and holidays


• Tuition assistance


• An onsite subsidized café overlooking 30 acres of renowned display gardens and restored natural areas


• Employee Assistance Program and Positive Health programs