We value the power of collaboration and teamwork; hence the candidate should be committed to working 5 days a week out of the Chicago office.

We are looking for an Office Experience Manager to organize and coordinate administration duties and office procedures. Your role is to create and maintain a pleasant work environment, ensuring high levels of organizational effectiveness, employee engagement, communication, and safety.

This individual thrives in a fast-paced and ever-changing environment. This individual must flourish within a dynamic agency team and build effective cross-functional relationships with colleagues across all departments.

RESPONSIBILITIES:

• Deliver excellent service and relationship management in a fast-paced environment
• Serve as the point person for office manager duties including:

1. Mailing
2. Supplies
3. Answering phone lines
4. Equipment
5. Bills
6. Order/shop for all office needs
7. Schedule meetings and appointments.
8. Organize the office layout
9. Maintenance

• Maintain the office condition and arrange necessary repairs
• Manage office budget, ensure accurate and timely reporting
• Partner with HR to update and maintain office policies as necessary, provide office-related equipment (badges, parking passes), assist with employee onboarding and offboarding
• Organize office operations and procedures
• Coordinate with IT department on all office equipment
• Ensure that all items are invoiced and paid on time
• Manage contract and price negotiations with office vendors, service providers and office lease
• Provide general support to visitors
• Address employees' queries regarding office management issues (e.g. stationery, Hardware, and travel arrangements)
• Liaise with facility management vendors, including cleaning, catering and security services
• Plan in-house or off-site activities, like parties, celebrations and conferences
• Assist with employee engagement related events and initiatives
• Ad hoc projects with administrative tasks will be assigned as needed

REQUIRED EXPERIENCE/ABILITIES:

• Proven experience as an Office Manager, Front Office Manager or Administrative Assistant
• Knowledge of Office Administrator responsibilities, systems and procedures
• Proficiency in MS Office (MS Excel, MS PowerPoint, and MS Outlook, in particular)
• Hands on experience with office machines (e.g. printers & fax machines)
• Excellent time management skills and ability to multi-task and prioritize work
• Attention to detail and problem-solving skills
• Excellent written and verbal communication skills
• Strong organizational and planning skills in a fast-paced environment
• A creative mind with an ability to be proactive & suggest improvements

KEY CHARACTERISTICS/DESIRED COMPETENCIES:

• Ability to anticipate challenges and provide actionable solutions
• Strong attention to detail
• Proven success in a fast-paced environment with a “roll-up-your-sleeves” attitude
• Initiative and resourcefulness in finding solutions to limitations and challenges
• Self-directed, with considerable initiative
• Superior listening skills and creative problem-solving skills
• Ability to build internal and external relationships
• Organizational skills and ability to anticipate employee and office needs, ability to be solution oriented and having a strong sense of urgency