Office Coordinator

Barry Callebaut Manufacturing Iberica SA.; Chicago (IL); On-site; USD 33,000 - 39,000; Full time

Benefits offered by this job

Competitive pay

Benefits package

Career growth

Job summary

Barry Callebaut is seeking an energetic Office Coordinator to join our Chicago regional team. This frontline role is responsible for delivering excellent service to visitors, employees, and partners, while maintaining a well-organized office and smooth daily operations.

You will collaborate with HR for onboarding, support internal meetings, and ensure a welcoming workplace that reflects Barry Callebaut values such as integrity and teamwork.

Qualifications

• Bachelor’s degree or at least 3 years of relevant office administration experience.
• Proficiency in Microsoft Office Suite.
• Strong organizational and multitasking abilities.
• Excellent written and verbal communication skills.

Responsibilities

• Provide onsite support at the Chicago office five days per week.
• Greet visitors and manage front desk interactions with professionalism.
• Coordinate conference rooms, equipment, and common spaces; arrange catering and setup.
• Handle general phone inquiries and mail/shipping operations.
• Serve as primary contact for vendors and service providers.
• Assist HR with onboarding and new hire resources.
• Support event planning and internal meetings.
• Collaborate with teams to maintain a welcoming, efficient office environment.

Skills

MS Office

Organizational skills

Written communication

Verbal communication

Relationship building

Adaptability

Education

Bachelor’s Degree or 3 years related experience

Job description

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At Barry Callebaut, we are on a journey to transform the cocoa and chocolate industry. As the world’s leading manufacturer of high-quality chocolate and cocoa products, our actions truly shape the future of our industry. We are a business-to-business company, serving the entire food sector, from the cocoa bean to the finest chocolate product. We are a company with a purpose, we believe in doing well by doing good and reinvesting in the communities we operate. We have a long-standing commitment to sustainability and our goal is to shape a sustainable cocoa and chocolate future.We are headquartered in Zurich, and have more than 12,000 passionate Employees working in more than 40 countries worldwide.We are very proud of who we are and what we do. And of course, we are always looking for talented people to help us have a positive impact on our industry and beyond!

About the role:

Barry Callebaut is a global organization poised for growth; a company which has embraced the vision to delight its customers, while out-performing its competitors, a business which is committed to sustainability, has innovation in its DNA, is a leader in complex manufacturing and supply chain solutions and is focused on being a best-in-class employer. Barry Callebaut (BC) seeks diverse and passionate people who thrive in a dynamic environment, focused on continuous learning, living BC’s Values and of course loving chocolate.

Barry Callebaut is seeking an energetic and enthusiastic Office Coordinator to join our regional corporate team in Chicago. This highly visible role is the first point of contact for employees, customers, and Chocolate Academy guests. The role is responsible for delivering exceptional customer service, impacting the candidate experience, coordinating day-to-day operations, and maintaining an organized, best in class work environment. As the world’s largest Chocolate and Cocoa manufacturer, Barry Callebaut is committed to providing the very best customer and employee experience possible.

Key responsibilities include:

• Provide onsite support at the Chicago office and Global Innovation Center five days per week.
• Create a welcoming and professional first impression of the company by greeting all visitors including customers, vendors, and current and prospective employees.
• Conduct daily office walk-throughs to ensure conference rooms, equipment, kitchens, and common spaces are in good working order. This includes initiating service calls for broken equipment; and replenishing kitchen/office supplies and reception provisions (ex. front desk beverages, Chocolate Wall).
• Manage general incoming phone inquiries.
• Oversee inbound and outbound mail via USPS, FedEx, and UPS by receiving deliveries, coordinating packages/mail pick-up, and facilitating FedEx shipments.
• Serve as primary contact for our suppliers, service providers, and vendors.
• Interface with building management, including communicating building-wide announcements to Chicago office employees, registering incoming visitors with building security, and coordinating deliveries with the loading dock.
• Assist with planning and executing internal meetings and workshops. This can include reserving and setting-up conference rooms, ordering and setting-up catering, adding visitors to the building's security system, and overseeing check-in tables.
• Coordinate with HR to support the onboarding process for New Hires. This can include office tours, creating welcome gifts, building badge access, providing new hire resources (ex. digital welcome pamphlet), and supporting onsite Onboarding Days.
• Coordinate with the Chocolate Academy Coordinator to implement the Customer Experience Framework. This can include greeting customers, offering refreshments, storing belongings in a secure place, and guiding visitors to the appropriate room.
• Lead the Social Committee (2 events per month, annual summer party, and yearly holiday party) and Safety Committee.
• Support Commercial VPs with travel arrangements and expense reports.
• Assist with ad hoc projects based on time and availability.

About you:

• Bachelor’s Degree or 3 years of relevant office administration experience
• Proficiency in Microsoft Office Suite
• Strong organizational skills, flexibility, and ability to handle multiple tasks in a fast-paced work environment Strong written communication skills with outstanding verbal communication skills.
• Demonstrates enthusiasm for building relationships
• Reflects the Barry Callebaut values of entrepreneurship, passion, customer focus, team spirit and integrity
• The ability to grow your career within an organization that values development and internal career growth
• As the Office Coordinator, you will gain valuable business experience in a dynamic and positive working environment

What you can expect from Barry Callebaut:

• A competitive compensation package in the hourly range of $24-28 depending on factors such as experience and location and our comprehensive benefits package and vacation time
• A collaborative atmosphere with like-minded individuals who are passionate about chocolate
• An atmosphere where diversity is embraced, and inclusivity is second nature. We call it #OneBC! Just ask our champions with the Americas Women’s Forum and the Racial Equality Forum!
• Ability to grow personally and professionally within an organization that values development and internal career growth.
• Be part of our mission in making sustainability the norm through Forever Chocolate with priorities centered around prospering farmers, zero child labor, carbon and forest positive, and creating 100% sustainable ingredients in all of our products.

At Barry Callebaut, we are committed to Diversity & Inclusion. United by our strong values, we thrive on the diversity of who we are, where we come from, what we’ve experienced and how we think. We are committed to nurturing an inclusive environment where people can truly be themselves, grow to their full potential and feel they belong.

#oneBC - Diverse People, Sustainable Growth.

If you want to learn more about Barry Callebaut, please find further information here .

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Nearest Major Market: Chicago

Job Segment: Front Desk, Office Manager, Administrative Assistant, Sustainable Agriculture, Supply Chain, Administrative, Agriculture, Operations