OFFICE COORDINATOR

United Business Mail; Itasca (IL); On-site; USD 32,000 - 52,000; Full time

Job summary

United Business Mail in Itasca, IL is seeking a friendly receptionist to manage the front desk and be the first contact for callers and visitors. You will handle phones, greet guests, and support office operations in a fast-paced environment.

Responsibilities include coordinating with multiple departments, assisting HR and sales teams, arranging meetings and catering, processing invoices, and translating documents into Spanish as needed.

Qualifications

• Associate’s degree preferred.
• Ability to professionally communicate verbally and in writing in English and Spanish.
• Proficiency in Microsoft Office required.
• Prior experience coordinating through multiple departments in an office setting preferred.
• Front desk/reception experience preferred.
• Administrative experience in Human Resources a plus.

Responsibilities

• Provides general office administration support, including answering phones, greeting visitors, distributing mail and maintaining inventory of office supplies.
• Maintains dialogue with staff from other departments to communicate facility needs and problems.
• Provides clerical and administrative support to the Human Resources Department.
• Assists the Sales Coordinator and HR by serving on the employee engagement committee to plan functions that celebrate employee milestones/achievements and special projects/events.
• Prepares meeting spaces for customer and employee use – handles conference room calendar requests.
• Assists in greeting clients and visitors, ensuring they have a seamless and professional experience.
• Handles catering and refreshment arrangements as needed.
• Responsible for daily deposits, filing invoices, and organizing/sorting weekly paychecks.
• Assists with translating documents into Spanish.
• Completes special projects and other duties as assigned.

Skills

Bilingual English/Spanish

Education

Associate’s degree

Tools

Microsoft Office

Job description

Description

POSITION SUMMARY

This position will manage the reception area while serving as the first point of contact for callers and visitors.

HOURS: 8:30 am to 5:00 pm Monday through Friday with the ability to work overtime as needed.

LOCATION: Itasca, Illinois

Key Responsibilities

• Provides general office administration support, including answering phones, greeting visitors, distributing mail and maintaining the inventory, storage and purchasing of office supplies.


• Maintains an ongoing dialogue and working relationship with staff from other departments to ensure facility needs and problems are quickly communicated, identified, and resolved.


• Provides clerical and administrative support to the Human Resources Department.


• Assists the Sales Coordinator and HR by serving on the employee engagement committee to plan functions that celebrate employee milestones/achievements and special projects/events.


• Prepares meeting spaces for customer and employee use – handles all conference room calendar requests.


• Assists in greeting clients and visitors, ensuring they have a seamless and professional experience.


• Handles catering and refreshment arrangements as needed.


• Responsible for daily deposits, filing invoices, and organizing/sorting weekly paychecks.


• Assists with translating documents into Spanish.


• Completes special projects and other duties as assigned.

Requirements and Qualifications

• Associate’s Degree in related field preferred.


• Ability to professionally communicate verbally and in writing in both English and Spanish.


• Proficiency in Microsoft Office required.


• Prior experience coordinating through multiple departments in an office setting preferred.


• Previous front desk/reception experience preferred.


• Administrative experience in Human Resources a plus.


• Must have a positive attitude with the ability to remain flexible and patient.


• Ability to prioritize multiple tasks and projects to ensure each is completed correctly and in a timely manner.


• Solid verbal and written communication skills in person, on the phone, and via email.


• Strong attention to detail and organization skills.


• Dependable with strong follow-through.


• Flexibility and willingness to do whatever is needed to the assist a busy team with shifting priorities.


• Prolonged periods of sitting at a desk and working on a computer.


• Must be able to lift up to 10 pounds at times.

Core Values

• Reliable worker.


• Does what he/she says.


• Cares for the customer (clients and other co-workers).


• Strives for win-win.


• Helps others succeed.


• Have fun and wants to grow individually and as a company.