Office & People Operations Lead

Coates-Group; Chicago (IL); On-site; USD 75,000 - 85,000; Full time

Benefits offered by this job

Annual bonus program

Thrive program

Wellness/Wellbeing initiatives

Job summary

Coates Group in Chicago seeks an experienced Office Manager to oversee daily operations, facilities, events and administrative support across a growing organization. You will ensure a well-organized workspace and efficient office services in a dynamic, global technology environment.

In this role you will coordinate travel, calendar, meetings and vendor management while driving process improvements and delivering exceptional service to internal and external stakeholders.

Qualifications

• 5+ years of experience in an Office Manager/Senior Administration role.
• 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).

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.

Skills

Office management

Transformation

Microsoft Office

Tools

Microsoft Office Suite

Job description

Coates Group in Chicago seeks an experienced Office Manager to oversee daily operations, facilities, events and administrative support across a growing organization. You will ensure a well-organized workspace and efficient office services in a dynamic, global technology environment.

In this role you will coordinate travel, calendar, meetings and vendor management while driving process improvements and delivering exceptional service to internal and external stakeholders.