Office Manager

Coatesgroup; Chicago (IL); On-site; USD 70,000 - 90,000; Full time

Benefits offered by this job

Annual market competitive bonus

Flexible work options

Global Wellness paid day off

Give Back Day

Job summary

Coatesgroup in Chicago, Illinois is seeking an experienced Office Manager to oversee administrative and operational activities. You will manage the office environment, ensuring day-to-day operations run smoothly and supporting teams across the company.

The ideal candidate has at least 5 years of experience in an administrative role, excels in communication, and possesses strong organizational skills. This role includes budgeting, coordinating meetings, and supporting a collaborative work culture.

Qualifications

• Minimum 5 years’ experience in an Office Manager/Senior Administration role.
• Demonstrated involvement in transforming office processes.
• Proficiency in Microsoft Office Suite including Outlook, Teams, PowerPoint, Word, Excel.

Responsibilities

• Maintain a well-organized and clean office environment.
• Oversee management of Front of House.
• Coordinate internal and external meetings.
• Design and implement office policies and procedures.
• Manage complex domestic travel itineraries.

Skills

Customer service skills

Organizational skills

Confidentiality

Time management

Microsoft Office Suite proficiency

Education

5 years’ experience in Office Management or Administration

Job description

Be Part of Our Next Chapter

For over almost 60 years, our solutions have enabled impactful connections between some of the world’s leading brands and their customers. And while we’ve already done a lot of work we’re proud of, we’re just getting started!

We’re a global technology company focused on creating dynamic, smart, personalized and engaging customer experiences powered by our range of digital hardware, our proprietary content management system and our industry leading signage solutions. (For example: If you’ve ordered in-store or in the drive-thru at McDonald’s somewhere in the world in the last few years, chances are you’ve interacted with our digital solutions.) We work in over 50 global markets and have 9 offices around the world, with a global headquarters proudly located in our founding home of Sydney, Australia.

Coates Group has the values of a family-owned business and the innovative spirit of a start-up, both which fuel our purpose – Creating Connections. Empowering Partnerships. Always Evolving. Through hard work, dedication and creativity, we’ve become industry leaders who have won awards and set records while remaining focused on continual growth and evolution. We are a 2x Australia Good Design Award winner and successfully completed the largest hardware deployment in Quick Service Restaurant history.

We are curious, charismatic, authentic and we value and leverage the diversity of our crew. We are imaginers, kindness enthusiasts, experts, creators, thinkers, challengers, collaborators and over-achievers. And together, as a Crew, we are revolutionizing the way the world’s leading brands leverage technology to drive the best customer experiences.

To oversee and coordinate administrative and operational activities within an office environment. They are responsible for ensuring the smooth functioning of day-to-day operations & functions, managing office resources, and providing support to employees.

Responsibilities

• Maintain a well organized, clean and well-presented office, including all workspaces, meeting rooms, kitchens, showroom and all other common areas.
• Oversee the management and ensure smooth running of Front of House including ensuring that phone system and office security is managed effectively.
• Coordinate internal and external meetings, and manage meeting room set up, calendar/diary coordination; includes the close management of recurring meetings and ensuring meetings are aligned (attendees, catering, etc.), internal communications
• Design and implement office policies and procedures, including establishing standards and documentation.
• Coordinate the presentation content and logistics of the biweekly company stand up (Fire Up Meeting)
• Organize company functions and events and coordinate involvement in events in collaboration with Marketing and People & Culture teams.
• Budget management for office operations and amenities.
• Track and manage expenses for the NAM Senior Leadership Team (excl NAM President, including preparing expense reports and ensuring adherence to the budget.
• Organize and book complex domestic travel itineraries and ensure adherence to company policies.
• Source and manage vendors for office amenities and facility maintenance, including all consumables (kitchens, bathroom, stationery, first aid kit) and office equipment as well as any trades or service people.
• Support the general office and wider business by assisting with administrative support and driving culture, engagement and change throughout the company.
• Manage all aspects of Chicago company events.
• Support the People and Culture Team (HR) with administrative assistance as required, in relation to for example Thrive program, onboarding, offboarding, recruitment, OSHA, documentation and administration.
• As required, support the President of NAM and Global CEO with personal administration tasks – including, but not limited to, running errands, managing bookings, travel, calendar management etc.

Qualifications

• Minimum 5 years’ experience in an Office Manager/Senior Administration role
• Previous experience in a medium to large organization, ideally through a period of growth
• Demonstrated involvement in transforming office processes and facilitating changes in office operations.
• Proficiency in Microsoft office suite (Including Outlook, Teams, PowerPoint, Word, Excel)
• Able to exercise a high level of confidentiality.
• Ability to work autonomously & collaboratively as part of a team environment.
• Maintain a high level of organization and prioritization.
• Able to exercise effective time management.
• Exceptional customer service skills, with a focus on delivering high quality service to both internal and external stakeholders.
• Ability to adapt to changing priorities, handle unforeseen situations, and work effectively under pressure.
• Excellent written and verbal communication skills, with negotiation and conflict management skills.
• Ability to undertake process improvements and drive process transformation.

Benefits

The benefits include an annual market competitive bonus program and our “Thrive Program” which includes a suite of flexible work options because we’re strong believers that you should never miss an important life or work moment. Thrive also provides dedicated time to prioritize our health and wellbeing (think virtual Yoga or meditation sessions), a Global Wellness paid day off to recharge as well as a “Give Back Day” to allow our Crew an opportunity to make an impact in the community.

About Coates

We are industry leaders who have won awards and set records. We are a 2x Australia Good Design Award winner and we successfully completed the largest hardware deployment in Quick Service Restaurant history.

We are led by a forward-thinking CEO who has demonstrated a true passion for people and making Coates a place where people genuinely enjoy working. Our growth plans enable a focus on providing rapid career advancement opportunities for our talent.

Together, we are creators, allowing us to make our purpose a reality – to create immersive brand experiences for everyone.

Join a Crew that Cares

Be part of a global team of talented, ambitious, creative people that value integrity, individuality and inclusivity. (Ask us about our Equality + Empowerment Initiatives).

Equal Opportunity Employer

Coates Group is an Equal Opportunity Employer and does not discriminate on the basis of race, color, creed, national or ethnic origin, gender, religion, disability, age, political affiliation or belief, disabled veteran, veteran of the Vietnam Era, or citizenship status (except in those special circumstances permitted or mandated by law).

Fraud Alert: Employment Scam Advisory

It has come to our attention that unauthorised individuals are impersonating our company and reaching out to job seekers through fraudulent emails, falsely claiming to represent Coates. These emails often request personal information and appear to come from domains that are not affiliated with our organisation, such as coatesgroupcareer.com.

We take this matter very seriously. Coates has reported these incidents to law enforcement and is cooperating with the ongoing investigation. We are committed to protecting the integrity of our recruitment process and the privacy of our applicants.

Please be advised of the following:

• Coates does not operate or communicate through any domain resembling @coatesgroupcareer.com
• We do not contact employment candidates via email to solicit personal or financial information
• All applications for employment must be submitted through our official website https://coatesgroup.com/careers or directly through our LinkedIn profile Coates Group
• All emails from us will come from our official domain, which is at coatesgroup.com or via our Applicant - Tracking System (ATS) email address, which is [e-mail]
• If you receive any suspicious communications purporting to be from Coates, we urge you not to respond, do not click any links, and do not provide any personal information. Your safety and trust are of the utmost importance to us. Thank you for your vigilance.