Office Manager

Overview

At Kastle we are a leader in providing Premier Property Technology Solutions. We protect commercial real estate, multi-family residential spaces, global enterprises, educational institutions, critical government facilities, life-science labs, and much more! For over 50 years Kastle has provided safety to tens of thousands of businesses who use our state-of-the-art access control, video surveillance, visitor management and identify management technology solutions to enable a smarter built environment. 

What makes us exceptional is our focus on Security as Software-As-A-Service (SAAS). We have built our company on the belief that the most effective approach is a complete one: because we engineer, install, monitor, and maintain your system, we are invested in its end-to-end performance.

We are seeking a proactive and detail-oriented Office Manager to support our Chicago office.

This role is On-Site 5 days a week in Chicago, IL.

Responsibilities

Key Responsibilities

Accounting & Administrative Support

• Manage accounts payable, including bill payments for utilities and other recurring expenses.
• Handle incoming and outgoing mail and assist with collections and expense reports.
• Support construction-related administrative tasks, such as AIA documents, waivers, and other required paperwork.
• Maintain a notary certification (preferred but not required).
  
  

Vendor Management

• Coordinate and oversee vendor relationships, including preventative maintenance for office equipment, parking vendors, copiers, and office supplies.
  
  

Office Supplies & Stocking

• Ensure the office is stocked with essential supplies, including kitchen snacks, beverages, utensils, and office materials.
  
  

Office Organization

• Maintain a clean, organized, and functional office environment, ensuring workspaces are tidy and equipment is operational for demonstrations, such as cameras and other systems.
  
  

Building Management Liaison

• Act as the primary point of contact with building management for repair requests, facility announcements, and events such as fire drills and shelter-in-place exercises.
• Stay informed on lease parameters and ensure compliance.
  
  

Event Planning

• Organize office events, including lunch orders, dinner arrangements, and holiday celebrations.
  
  

Travel Assistance

• Assist with travel arrangements, including researching and booking hotels and flights for team members.
  
  

Guest and Presentation Support

• Welcome and greet guests, prepare meeting spaces, and coordinate conference room usage.
• Assist with presentation preparation and provide periodic support in analyzing and acting on basic reports.
  
  

Remote Office Oversight

• Provide remote office management support for the Kastle Houston office, ensuring consistency in administrative and operational functions.
  
  

Qualifications

Qualifications

• Proven experience in office management, administrative support, or a related role.
• Strong organizational and multitasking skills with attention to detail.
• Excellent communication and interpersonal skills.
• Proficiency in Microsoft Office Suite and familiarity with basic reporting tools.
• Ability to work independently and take initiative.
• Notary certification is a plus.
  
  

Equal Opportunity Statement

Equal Opportunity Statement

At Kastle, we believe that diversity makes us stronger - at work and in the world. Kastle Systems International, LLC 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, age, protected veteran status, marital status, pregnancy or any other basis protected by applicable federal or state laws.