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Office Manager in Chicago, IL with Greene Resources

Date Posted: 1/30/2018

Job Snapshot

Job Description


Job Number: 29196


Office Manager


Job Description:

Our client, a global non-profit research organization, is seeking an Office Manager/Administrative Assistant to join their team in a long-term capacity. The ideal candidate will have a strong administrative background and strong technical skills. This position is located in Chicago, IL and is a contract to hire position.


Responsibilities:


  • Provide support to the Office Director, Regional Office staff and visitors

  • Maintain office supply stock, copier room supplies and kitchen supplies

  • Coordinate receipt and resolution of services by outside vendors

  • Responsible for using Market Place system for requesting office supplies, furniture, and small equipment

  • Coordinate delivery of office supplies and water service

  • Coordinate repair and maintenance of common office equipment (e.g., printers/copiers)

  • Maintain working knowledge of RTI Policies and Procedures, particularly regarding Accounting, Purchasing, Travel, etc.

  • Plan and execute RTI and Chicago-specific office events, including set up and break down of group lunches

  • Participate in Regional Office meetings

  • Facilitate orientation of New Employees. Coordinate for telephone and computer support. Initial training on voice mail, electronic mail, RTIInsider, etc. Make arrangements for new employee identification photos/badges with RTI Security and Building Security

  • Distribute mail, including paper mail and distribution to RTI offices or other locations; facsimile transmission. Outgoing mail (USPS, UPS, FedEx)

  • Coordinate use of conference room and conference room equipment (equipment set-up for office events, web meetings, video-streaming, video conferences)

  • Coordinate clean-up of kitchen area; maintain kitchen area with supplies

  • Maintain office library


Education Requirements:


  • High School diploma and 5 years' experience in a professional office setting, supporting a large group of geographically diverse staff


Desired Background/Skills:


  • Ability to understand department and organizational structure, operations, policies and procedures in order to facilitate responses to staff questions, and/or communicate information

  • Excellent knowledge of MS Word, Outlook, PowerPoint, Excel and Visio to create professional-quality documents

  • Ability to multi-task

  • Ability to tactfully communicate with various levels of the organization to request or provide information

  • Ability to work well with others

  • Ability to listen and communicate well both verbally and in writing

  • Ability to work independently

  • Attention to detail and accuracy

  • Ability to obtain proper security clearances as noted by contracts

  • Must be able to be on feet 30-40% of the time

  • Must be able to work on-site in our Chicago, IL location

  • Must be able to lift up to 30-40 pounds and move equipment such as carts of printed materials, catering orders, folding tables, printers, computer equipment, etc.

  • To qualify, applicants must be legally authorized to work in the United States and should not require now, or in the future, sponsorship for employment visa status


Qualifications:


  • Support fiscal responsibilities of the Office Director (e.g., budgeting support, interfacing with Corporate FP&A Finance Partner and/or Accounting for problem resolution)

  • Manage annual Regional Office operating budget

  • Review, provide input for monthly Regional Office forecasts

  • Maintain working knowledge of current accounting practices for Regional Office expenditures

  • Participate in audit of Regional Office expenditures

  • Maintain working knowledge of current RTI Policies and Procedures, paying particular attention to policies related to Ethics, Safety, Travel, Accounting, floor checks

  • Establish site-level practices and policy applications (e.g., dress code, office appearance)

  • Educate site staff and visitors about guidelines developed for the office

  • Manage and direct local use practices of activity-based equipment (e.g., kitchens, common meeting / work areas, libraries, coffee pot, microwaves, refrigerators

  • Manage and direct site-specific programs for employee development (e.g., RTI University, technical training) Coordinate site employee activities (e.g., community outreach, United Way)

  • Ensure compliance with local laws and complete reports as required

  • Serve as RTI-level source for communications, when applicable

  • Liaison with RTP Offices. Responsible for distribution of information and communications from central offices in North Carolina to Chicago staff regarding training opportunities, HR benefits, webinars, etc

  • Liaison with Building Management. Responsible for communication with the Office of the Building on matters related to Security, HVAC, Plumbing, Cleaning Services, and Maintenance. Electronic key card access to building and tracking for office

  • Be aware of site-specific clients and communication of same

  • OSHA communication

  • Bulletin board, other postings-re legal documents, RTI-wide postings

  • Notify site staff of closures due to inclement weather, power outages, emergencies

  • Manage and direct organizational use of site facility

  • Work with RTI-Facilities to coordinate building repairs with landlord

  • Communicate to RTI Security and to appropriate departments, authorities, and/or agencies about security-related issues (e.g., theft, stalking, bomb threat, workplace violence)

  • Maintain and execute Office Suite Emergency Response Plan. Serve as team leader of safety team

  • Communicate information re fire drills, emergency response, hazard materials

  • Maintain home addresses of office staff. Encourage staff to keep their emergency information current

  • Provide document preparation support to RTI staff including assistance with Microsoft Suite (Word, Excel, PowerPoint, and WordPerfect. Other project support may include: faxing, filing, photocopying, document distribution and handling. Assistance with coordinating and scheduling meetings and/or conferences to include people, equipment and phone in Chicago and other RTI locations


Other Information:




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