Business Office Specialist - Peoria, United States - IMEC Illinois Manufacturing Excellence Center

IMEC Illinois Manufacturing Excellence Center

Verified Company

Peoria, United States

3 weeks ago

Posted by:

Mark Lane

beBee recruiter

Description

This position is located
in the office in Peoria, IL.

Essential Responsibilities:

GENERAL ADMINISTRATIVE SUPPORT & OFFICE COORDINATION:

Finance Support:
Manage corporate insurance and assist with invoice processing, reimbursement review, accounts payable, and accounts receivable.

Mail Processing:
Efficiently handle inbound and outbound standard and electronic mail, ensuring timely processing.

File Management:

Create and maintain organized standard and electronic files and records.
Maintain and organize organizational archives, preserving institutional knowledge.

Data Management:

Demonstrate comfort with data analysis for the purposes of reporting to various stakeholder groups.
Perform data entry and maintain accurate and updated records.

Reporting and Documentation:
Complete annual reporting requirements with precision.

Event Planning/Meeting Coordination:

Coordinate, schedule, and secure meeting locations for leadership and the field team.
Assist in agenda coordination for various team meetings, offsite meetings, and general team gatherings.
Assist in event planning and logistics, including managing invitations, attendance, orders, shipments, AV equipment inventory, and meeting important deadlines.

Travel Arrangements:
Efficiently book and manage travel arrangements for leadership and the field team.

Office Supplies:
Procure and maintain office and field team supplies, ensuring a well-equipped work environment.

Training Support:

Prepare books, reports, and handouts for training sessions, projects, and meetings.
Issue training certificates upon completion of training programs.

Running Office Errands:
Handle various office errands such as picking up and delivering documents, packages, and supplies as needed.

Team Supervision:
Supervise and coordinate tasks for student workers and assigned responsibilities.

COMMUNICATION & INTERACTION:

Client and Guest Relations:
Welcome and greet clients and office guests warmly and professionally.

Phone Management:

Answer inbound phone calls and route them appropriately.
Correspond effectively with multiple stakeholders with varying levels of experience.
Prepare and proofread internal and external correspondence for accuracy and clarity.

Team Collaboration:

Establish a rapport with remote team members and external resources.
Contribute actively to team efforts, accomplishing related results as needed

Additional Requirements/Qualifications

EDUCATION/EXPERIENCE:

Bachelor's degree required
Strong work tenure: two to five years of related experience OR educational equivalent, preferably in a nonprofit organization

QUALIFICATIONS:

Office Management:
Proficient in office management systems and procedure.

Communication Skills:
Excellent written and verbal communication skills.

Confidentiality and Adaptability:

Proven ability to handle confidential information with discretion.
Adaptability at various competing demands.
Demonstrate the highest level of customer/client service and response.

REQUIRED COMPETENCIES:

Time Management:

Proven ability to effectively multitask, prioritize tasks, and manage time to meet deadlines.
Experience in handling multiple responsibilities simultaneously while maintaining a high level of accuracy and efficiency.
Demonstrated track record of successfully completing projects within established timelines.
Demonstrated ability to achieve high performance goals and meet deadlines in a fast paced environment.

Decision-Making:

Strong decisionmaking skills with the ability to analyze situations, weigh options, and make informed and timely decisions.
Experience in assessing risks and considering the impact of decisions on organizational goals.
Capacity to make decisions independently and the judgment to seek guidance when appropriate.

Problem Solving:

Exceptional problemsolving skills, including the ability to analyze complex issues and develop practical solutions.
Proven experience in identifying root causes of problems and implementing effective corrective actions.
Ability to think critically and creatively to address challenges and overcome obstacles.

Attention to Detail:

Keen attention to detail with a commitment to delivering highquality work.
Thoroughness in reviewing and validating information to ensure accuracy and completeness.
Consistent track record of producing errorfree work in a variety of tasks and projects.

Normal office environment and standard hours with extended hours and weekend work as required.

Requires a valid drivers license and the availability to travel to various locations throughout the state as needed for business purposes.

IMEC and its Subrecipient organizations, including Bradley University, SIU, NIU, and UIC are EOE/AA/M/F/Disabled/Veteran Employers.

About IMEC
IMEC is a team of improvement specialists dedicated to providing manufacturers in Illinois with the tools and techniques to excel and compete global