Office Coordinator

Willdan Group, Inc.; Schaumburg (IL); Hybrid; USD 45,000 - 60,000; Full time

Job summary

Willdan Group, Inc. in Oak Brook, Illinois, is seeking an Office Coordinator to provide administrative, financial, and executive support across multiple business units in a hybrid role.

You will manage expenses, assist with monthly reports, liaise with brokers on insurance, support business development activities, handle the main mailbox, and coordinate events and safety compliance. The ideal candidate has at least five years of office coordination experience, superb organizational skills, and

Qualifications

• Minimum of five (5) years of work experience in Administrative Assistant or business office coordinator roles.
• Proficient in MS Office Suite (Excel, Word, Outlook) and general office software.
• Ability to manage multiple projects, prioritize tasks, and deliver timely, high-quality results.

Responsibilities

• Gather, track, and report on expenses using the finance system.
• Assist the Administrative Manager with monthly expense reports for executive leadership.
• Act as the insurance liaison with brokers to ensure Certificates of Insurance and bonds meet requirements.
• Support the business development team with planning activities, expo shows, and other admin tasks.
• Manage the general mailbox for non-project related matters.
• Coordinate quarterly Service Awards and plan company-sponsored events.
• Collaborate with Facilities on office access for new and existing employees.

Skills

Excellent organizational skills

Analytical and problem-solving skills

Strong leadership and teamwork

Customer service orientation

Tools

MS Office

MS Excel

MS Word

MS Outlook

Job description

The Office Coordinator handles wide range of administrative, technical, and executive support functions. This role collaborates with administrative managers to facilitate the effective flow of information among internal and external stakeholders across numerous diverse business units. This position is a full-time, hybrid role with two-three days in-office based out of the Oakbrook Illinois location.

Essential Duties and Responsibilities

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Gather, track, and report on expenses utilizing finance system.


• Assists the Administrative Manager with monthly expense reports for executive leadership.


• Acts as the insurance liaison with brokers to ensure Certificates of Insurance and bonds meet contractual, regulatory, and project-specific requirements, including accurate monitoring, tracking and compliance of bonds.


• Support the business development team in planning activities, expo shows, and additional administrative functions where needed.


• Manage APG's general mailbox regarding non-project related matters.


• Handle all aspects of safety awareness and be liaison with the Willdan Group compliance team.


• Works with Facilities Coordinator on activating and maintaining access to the office for new and existing employees.


• Coordinate quarterly Service Awards.


• Plan, coordinate, and manage company-sponsored events throughout the year.

Job Requirements / Qualifications:

• Minimum of five (5) years of work experience, as an Administrative Assistant or business office coordinator.


• Proficient in MS Office, MS Excel, MS Word, and MS Outlook.


• Ability to prioritize multiple projects and tasks to ensure timely delivery of high-quality deliverables.


• Ability to improve, manage, and implement new processes.


• In-depth understanding of office management procedures.


• Ability to work effectively in a fast paced, evolving, entrepreneurial work environment.


• Excellent organizational skills and detail oriented.


• Demonstrates strong analytical and problem-solving skills.


• Exhibits strong leadership skills while fostering teamwork and collaboration.


• Demonstrated ability to collaborate with a wide range of stakeholders while delivering


• excellent customer service in a highly dynamic growth environment.


• Ability to prioritize multiple projects and tasks to ensure timely delivery of high-quality deliverables.


• Demonstrated ability to collaborate with a wide range of stakeholders while delivering excellent customer service in a highly dynamic growth environment.


• Ability to work effectively in a fast paced, evolving, entrepreneurial work environment.


• Ability to travel up to 10% of the time (post-pandemic: this is flexible at the current time). Travel may include various means of transportation including automobile, public transportation, rail, and airplane.

EEO Non-Discrimination and ADA Reasonable Accommodation StatementWilldan is an equal opportunity employer. Applicants are considered for all positions without regard to race, religious creed, color, age marital status, sex, sexual orientation, gender identity, gender expression, citizenship status, national origin, ancestry, religion, military service or veteran status, disability, medical condition, childbirth and related medical conditions, genetic testing, reproductive status or any other classification protected by federal, state or local laws and ordinances. Willdan does not discriminate on the basis of physical or mental disability where the essential functions of the job can be reasonably accommodated. Determinations on requests for reasonable accommodation will be made on a case-by-case basis. If you need reasonable accommodation for any part of the application and hiring process, please notify us.

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