Office Manager

ROCKWOOL International A/S; Chicago (IL); On-site; USD 65,000 - 70,000; Full time

Benefits offered by this job

Pay & benefits

401K match

Paid time off

Educational assistance

Wellness perks

PPE safety

Job summary

Rockfon in Chicago, IL seeks an Office Manager to support the HR team in-office. You will own the employee office experience, manage day-to-day operations, coordinate with vendors, travel, and events, and act as a front-desk liaison.

The role requires 2–5 years of experience as an Office Manager or Executive Assistant, strong MS Office skills, discretion with confidential information, and excellent time-management and communication abilities.

Qualifications

• 2–5 years of experience as an Office Manager or Executive Assistant
• Experience influencing others and utilizing internal networks to get things done
• Proficiency in Microsoft Office
• Ability to handle confidential information with discretion
• Self-driven and highly motivated
• Strong time-management and organizational skills
• Strong interpersonal and communication skills

Responsibilities

• Own the employee office workplace experience by providing support for all office-related needs from floor to ceiling
• Be a liaison to the management team in activities and tasks they need completed
• Oversee day-to-day office operations including supplies, devices, food & beverage programs, vehicles, and purchasing needs
• Coordinate with GSP and ensure orders are distributed to appropriate employees or departments
• Manage vendors and service providers including coordination, negotiations, and ongoing relationship management
• Serve as the primary BCD Travel Administrator and provide training and support on the travel platform
• Arrange international travel for employees and guests as needed
• Plan, coordinate, and execute internal and external events (holiday celebrations, picnics, meetings)
• Manage budgets, logistics, and event-related decisions
• Oversee front desk operations and reception
• Maintain conference rooms and equipment
• Coordinate office repairs and workspace changes
• Monitor office and event budgets and coordinate cost transfers
• Support new hires by preparing workspaces
• Support employee engagement and recognition programs
• Coordinate with HR on onboarding and employee programs
• Coordinate mail and deliveries
• Provide executive support by coordinating meetings and travel
• Contribute to special projects

Skills

Office management

Executive assistance

Microsoft Office

Confidentiality

Time management

Communication

Interpersonal skills

Self-motivation

Organization

Tools

Microsoft Office

Job description

We are seeking an Office Manager based in our Chicago, IL location to join the HR team. This is an in-office role located in Chicago, by Midway airport.

What you will be doing:

• As the Office Manager for Rockfon, you will own the employee office workplace experience by providing support for all office-related needs from floor to ceiling; ensure daily office activities run smoothly.
• Be a liaison to the management team in activities and task they need completed.
• Manage Office Operations: Oversee day-to-day office operations, including supplies, cell phones, food and beverage programs, leased vehicles, and other purchasing needs.
• Coordinate with GSP and ensure orders are distributed to the appropriate employees or departments.
• Build Strong Vendor Relationships: Manage vendors and service providers, including coordination, negotiations, and ongoing relationship management.
• Coordinate Business Travel: Serve as the primary BCD Travel Administrator and provide training and support on the travel platform.
• Arrange travel, primarily international, for employees and guests as needed.
• Lead Company Events & Meetings: Plan, coordinate, and execute internal and external events, including holiday celebrations, summer picnics, birthday celebrations, manager meetings, Board meetings, State of the Business meetings, and National Sales Meetings.
• Manage vendors, budgets, logistics, and event-related decisions.
• Create a Welcoming Office Experience: Oversee front desk operations and the reception area, including answering phones as needed and coordinating visitor arrivals and departures.
• Maintain Office Facilities: Ensure conference rooms and equipment are properly maintained and stocked.
• Coordinate office repairs, maintenance, and other services, as well as desk assignments and workspace changes.
• Manage Budgets: Monitor office and event-related budgets, ensure expenses are appropriately allocated, and coordinate cost transfers to the relevant budgets.
• Support New Hires: Ensure each new employee’s workspace is fully prepared and ready before their start date.
• Support Employee Engagement & Recognition: Administer the Employee Recognition Program, support engagement initiatives, coordinate monthly snacks, and manage holiday gift ordering and distribution.
• Partner with HR: Coordinate with HR on employee programs and initiatives, including onboarding, new-hire programs, holiday and anniversary gifts, employee engagement, and employee experience activities.
• Coordinate Mail & Deliveries: Receive, organize, and distribute incoming and outgoing mail and deliveries.
• Provide Executive Support: Partner with the management team as an Executive Assistant by coordinating meetings, arranging travel, preparing communications, and providing administrative support as needed.
• Contribute to Special Projects: Take on additional administrative responsibilities and projects that support the team and overall business needs.

What you bring:

• 2–5 years of experience as an Office Manager or Executive Assistant is required.
• Experience influencing others and utilizing internal networks to get things done.
• Proficiency in Microsoft Office.
• Ability to handle confidential information with discretion.
• Self-driven and highly motivated.
• Strong time-management and organizational skills.
• Strong interpersonal and communication skills.

What we offer:

• Competitive Pay & Benefits from Day 1: Comprehensive medical, dental, and vision plans.
• 401K Match: Up to 6%
• Paid Time Off: Generous PTO, 12 paid holidays, and parental leave.
• Educational Assistance & Career Growth: Invest in your future.
• Wellness Perks: Fitness reimbursement and EAP access.
• Safety First: Company-provided PPE and programs to keep you protected.

The annual salary range for this role is $65,000 - 70,000. Your base salary is determined based on location, experience and the pay of employees in similar positions.

Who we are:

We are the world leader in stone wool solutions. Founded in 1937 in Denmark, we transform volcanic rock into safe, sustainable products that help people and communities thrive. We are a global company with 12,000 employees, located in 37 countries with 36 manufacturing facilities, all focused on one common purpose – to release the natural power of stone to enrich modern living. Sustainability is central to our business strategy. Through our partnership with One Ocean Foundation and in connection with our sponsorship of the Denmark SailGP team, we help raise awareness around ocean health challenges in an effort to accelerate solutions to protect it.

This role is part of our Rockfon business, a division of the ROCKWOOL Group. Rockfon delivers comprehensive ceiling system solutions, integrating stone wool and specialty metal ceiling panels with Chicago Metallic suspension systems, providing high-quality, sustainable offerings to our customers. To learn more, visit www.rockfon.com.

Work Environment & Conditions:

Our offices are designed to inspire collaboration, creativity, and meaningful social interactions., empowering employees to achieve balance and bring their best selves to work. ROCKWOOL is deeply committed to giving back to our communities. Through global philanthropic initiatives, community involvement, and sustainability efforts, we strive to create a positive impact in the communities we serve.

Our Culture and Commitment:

We are dedicated to fostering an inclusive workplace where everyone feels valued, respected, and heard. With employees representing 91 nationalities, we champion diversity, provide equal opportunities, and actively combat all forms of discrimination. At ROCKWOOL, you'll find a welcoming team environment built on what we proudly call “The ROCKWOOL Way”. This cultural foundation reflects our core values: ambition, responsibility, integrity and efficiency.

ROCKWOOL is proud to be an Equal Opportunity Employer. We assess all qualified candidates based solely on their skills and qualifications, without regard to race, color, national origin, religion, gender, age, marital status, disability, veteran status, sexual orientation, gender identity, or any other characteristic protected by law.

At ROCKWOOL Group, we are committed to enriching the lives of everyone who experiences our products and services. We help our customers and communities tackle many of today’s biggest sustainability and development challenges, from energy consumption and noise pollution to fire resilience, water scarcity, and flooding. Our product range reflects the diversity of the world’s needs, while supporting our stakeholders in reducing their own carbon footprint. Stone wool is a fully recyclable, versatile material that forms the basis of all our businesses. With ~11,800 dedicated colleagues in 37 countries and sales in more than 120, we are the world leader in stone wool products, from building insulation to acoustic ceilings, external cladding systems to horticultural solutions, customised stone wool insulation components for other manufacturers’ products and systems (OEM), to insulation for the process industry and marine & offshore.

Ready to help build a better future for generations to come? Join us and make a difference! http://www.rockwool.com/group/about-us/careers/