Office Operations Lead & Executive Support

HSG Laser US; Addison (IL); On-site; USD 52,000 - 75,000; Full time

Job summary

HSG Tech Inc. in Addison, IL, is seeking an Office Operations Coordinator to serve as the primary point of contact for customers, distributors, vendors, and visitors while ensuring smooth day-to-day operations of the Addison office.

The role supports office administration, facilities coordination, purchasing, event planning, and executive support for senior leadership, partnering with all departments to keep meetings, trainings, and visits organized and professional.

Qualifications

• Associate's or Bachelor's degree in Business Administration, Office Administration, Communications, Human Resources, or a related field preferred; equivalent combinations of education and experience will be considered.
• Minimum of 3-5 years of progressively responsible experience in office administration, office operations, executive support, office management, or business administration within a professional office environment.
• Demonstrated experience providing executive administrative support, coordinating meetings and travel, managing office operations, and supporting purchasing, vendor management, and company events within a fast-paced business environment.
• Advanced proficiency with Microsoft Office 365, including Outlook, Word, Excel, PowerPoint, Teams, and other business productivity applications.

Responsibilities

• Serve as the first point of contact for customers, distributors, vendors, and visitors by providing a professional, welcoming, and customer-focused experience.
• Manage the corporate telephone system by answering, screening, and directing incoming calls while ensuring timely communication of messages.
• Coordinate the day-to-day operations of the Addison office to maintain a clean, organized, efficient, and professional workplace.
• Ensure reception areas, conference rooms, executive offices, kitchens, breakrooms, and common areas are consistently maintained, organized, fully stocked, and prepared for visitors, meetings, trainings, and other business activities.
• Conduct routine walkthroughs of the office to proactively identify operational, cleanliness, safety, presentation, maintenance, and stocking needs while coordinating timely corrective action.
• Coordinate incoming and outgoing mail, courier services, shipping, and package distribution.
• Manage office supply inventory, office equipment, furniture, workplace amenities, and operational resources while coordinating purchasing requests, obtaining approvals, placing orders, and monitoring administrative budgets.
• Process purchase requisitions, vendor invoices, expense reports, and related administrative documentation while maintaining accurate purchasing and expense records.
• Coordinate relationships with office vendors and service providers, including maintenance, cleaning, shipping, security, office supply, and other operational partners.
• Maintain company asset inventories, including office equipment, computers, mobile devices, keys, badges, and other assigned resources.
• Provide support to senior leadership by managing calendars, scheduling meetings, coordinating travel arrangements, preparing presentations, assisting with correspondence, and supporting confidential executive and business initiatives.
• Maintain strict confidentiality while handling executive correspondence, personnel information, financial records, contracts, and other highly sensitive business information.
• Coordinate company meetings, leadership meetings, customer visits, employee events, training sessions, and special events, including meeting logistics, catering, room setup, visitor accommodations, and follow-up activities.
• Prepare correspondence, reports, presentations, spreadsheets, meeting materials, and other business documentation.
• Support Human Resources with onboarding and offboarding administration, interview scheduling, orientation logistics, training coordination, and other confidential administrative responsibilities.
• Support the IT function by coordinating equipment setup and retrieval, maintaining technology asset inventories, assisting with user onboarding and offboarding activities, coordinating with external IT vendors, and supporting office technology administration.
• Partner with departments across the organization to provide administrative support and assist with cross-functional initiatives and special projects.

Skills

Executive support

Vendor management

Budgeting

Microsoft Office 365

Communication

Organization & time management

Education

Bachelor's degree

Associate's degree

Tools

Microsoft Office 365

Outlook

Job description

HSG Tech Inc. in Addison, IL, is seeking an Office Operations Coordinator to serve as the primary point of contact for customers, distributors, vendors, and visitors while ensuring smooth day-to-day operations of the Addison office.

The role supports office administration, facilities coordination, purchasing, event planning, and executive support for senior leadership, partnering with all departments to keep meetings, trainings, and visits organized and professional.