Office Coordinator

Willdan; Schaumburg (IL); Hybrid; USD 60,000 - 80,000; Full time

Job summary

Willdan in Oakbrook, Illinois is seeking an Office Coordinator to support administrative, technical, and executive functions in a fast-paced, growth-oriented environment. This full-time, hybrid role requires coordinating with multiple stakeholders across business units from the Oakbrook location.

This position emphasizes expense tracking, insurance liaison duties, office operations, and event planning, with a focus on effective information flow and excellent customer service.

Qualifications

• Minimum of five (5) years of work experience in administrative support or office coordination.
• Proficient in MS Office suite (Excel, Word, Outlook).
• Ability to manage multiple projects and adapt to a fast-paced environment.
• Strong organizational skills and attention to detail.

Responsibilities

• Gather, track, and report on expenses using finance system.
• Assist Administrative Manager with monthly expense reports for leadership.
• Act as insurance liaison with brokers to ensure Certificates of Insurance and bonds meet requirements.
• Support business development in planning activities, expo shows, and admin tasks.
• Manage general mailbox for non-project matters.
• Coordinate safety compliance with Willdan Group team.
• Collaborate with Facilities on office access for staff.
• Plan and coordinate company-sponsored events throughout the year.

Skills

Time management

Detail oriented

Analytical skills

Leadership

Collaboration

Customer service

Tools

MS Excel

MS Word

MS Outlook

Job description

If you are unable to complete this application due to a disability, contact this employer to ask for an accommodation or an alternative application process.

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 relatedmatters.
• 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.
• 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 andcollaboration.
• 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 workenvironment.
• 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 Statement

Willdan 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 and 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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