Office Manager

Clearwater Analytics; Chicago, Northern (IL, KY); Hybrid; USD 60,000 - 85,000; Full time

Job summary

Clearwater Analytics is seeking an Office Manager for its Chicago, IL office. The role requires managing reception, administrative support, and day-to-day office operations 5 days a week in the office.

You will handle badge access, vendor relations, event coordination, and collaborate with finance on budgets and expenses. The ideal candidate has 4+ years in similar roles, excellent organizational and communication skills, and proficiency in Microsoft Office and office software.

Qualifications

• 4+ years of proven experience in Office Manager, Receptionist, or similar administrative role.
• Strong organizational and multitasking skills with the ability to prioritize tasks effectively.
• Excellent communication and interpersonal skills, with a welcoming demeanor.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and office management software.
• Must be office based 5 days per week (Mon-Friday)

Responsibilities

• Reception Management: Manage reception to maintain a professional environment and oversee badge access for employees and visitors.
• Administrative Support: Prepare and distribute internal communications and reports.
• Office Operations: Oversee day-to-day office operations and manage supplies and vendor relationships.
• Procurement Management: Assist with budget tracking, expense reporting, and financial processes with the finance team.
• Team Collaboration: Be a point of contact for office inquiries and coordinate events and meetings.
• Facility Management: Monitor maintenance, ESG reporting, safety, and security procedures.
• ADDITIONAL RESPONSIBILITIES: Participate in special projects to improve office efficiency and employee satisfaction.

Skills

Organizational skills

Multitasking

Communication skills

Interpersonal skills

Tools

Microsoft Office Suite

Job description

We are looking for an Office Manager in our Chicago office who will be responsible for ensuring the efficient functioning of the office providing administrative support to team members and managing reception duties. This role requires a highly organized individual with strong communication skills and the ability to multitask in a fast-paced environment. This position is required to be in office 5x a week, Monday-Friday.

Reception Management:

• Manage reception to maintain a professional environment.
• Manage employees and visitors badge access including onboarding, temporary replacement, and termination.
• Manage incoming calls and inquiries, directing them to the appropriate personnel.
• Maintain a tidy and welcoming reception area, ensuring all informational materials are up to date.

Administrative Support:

• Prepare and distribute internal communications and reports as needed.

Office Operations:

• Oversee day-to-day office operations, ensuring a safe, organized, and efficient working environment.
• Manage office supplies inventory, placing orders and maintaining relationships with vendors.
• Implement and maintain office policies and procedures to optimize workflow and productivity.

Procurement Management:

• Assist with budget tracking and expense reporting, ensuring all financial transactions are recorded accurately.
• Collaborate with the finance team on invoices, payments, and other financial processes, as necessary.

Team Collaboration:

• Act as a point of contact for all office-related inquiries, fostering a supportive and collaborative atmosphere among staff.
• Coordinate and drive office events, meetings, and team-building activities.
• Assist with event set-up and breakdown, including room layouts, catering, and equipment for office events, meetings, and celebrations.
• Support various teams with project coordination and administrative tasks as needed.

Facility Management:

• Monitor and manage the maintenance of office facilities and equipment, coordinating repairs and services as needed.
• Keep track of monthly power consumption for ESG reporting.
• Ensure compliance with health and safety regulations and maintain an organized workplace.
• Support physical security oversight, including monitoring building access, liaising with security personnel and vendors, and helping ensure emergency procedures are up to date.

ADDITIONAL RESPONSIBILITIES:

• Participate in special projects and initiatives to improve office efficiency and employee satisfaction.

QUALIFICATIONS:

• 4+ years of proven experience as an Office Manager, Receptionist, or similar administrative role.
• Strong organizational and multitasking skills, with the ability to prioritize tasks effectively.
• Excellent communication and interpersonal skills, with a welcoming demeanor.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and office management software.
• Knowledge of office equipment and maintenance procedures.
• Must be office based 5 days per week (Mon-Friday)

Salary Range $60,000.00 - $85,000.00

For this role, benefits include:

• health/vision/dental insurance
• 401(k)
• PTO
• parental leave
• medical leave
• STD/LTD insurance benefits

Clearwater Analytics is An Equal Opportunity/Affirmative Action Employer.

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability or veteran status, age or any other federally protected class.

Clearwater Analytics (NYSE: CWAN) is transforming investment management with the industry's most comprehensive cloud-native platform for institutional investors across global public and private markets. While legacy systems create risk, inefficiency, and data fragmentation, Clearwater's single-instance, multi-tenant architecture delivers real-time data and AI-driven insights throughout the investment lifecycle. The platform eliminates information silos by integrating portfolio management, trading, investment accounting, reconciliation, regulatory reporting, performance, compliance, and risk analytics in one unified system. Serving leading insurers, asset managers, hedge funds, banks, corporations, and governments, Clearwater supports over $8.8 trillion in assets globally. Learn more at www.clearwateranalytics.com.

Studies have shown that women and people of color are less likely to apply to jobs unless they meet every single qualification.