Office Manager - W Harrison St Chicago, Illinois, United States

Only for registered members W Harrison St Chicago, Illinois, United States

2 hours ago

$48,000 - $78,000 (USD) per year *

* This salary range is an estimation made by beBee

Description · This is a temporary W-2 position for an initial period of approximately two (2) months. Continued employment beyond this period may be considered based on funding availability, organizational needs, and performance, but is not guaranteed at this time. · This role is ...

Job description

Description

This is a temporary W-2 position for an initial period of approximately two (2) months. Continued employment beyond this period may be considered based on funding availability, organizational needs, and performance, but is not guaranteed at this time.

This role is ideal for candidates seeking short-term employment with the potential opportunity to transition into a longer-term or full-time position if funding and program needs allow.

Serve as the point person for office manager duties including:

Receiving and distributing mail to appropriate entities.

Schedule meetings and appointments as needed, such as referrals.

Keep front desk space and public spaces organized and neat.

Maintain the office condition and arrange necessary repairs.

Collaborate Program Manager and Clinical Director to 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 and service providers.

Provide general support to visitors and provides information by answering questions and requests.

Address leadership team member's queries regarding office management issues (e.g., stationery, Hardware)

Liaise with facility management vendors, including cleaning, catering, and security services.

Plan in-house or off-site activities, like parties, celebrations, and conferences.

Answers office phones and directs calls to appropriate personnel.

Opens and closes office from 9:00am-5:00pm, with the expectation of arriving at 8:50AM to do so.

Maintain sign-in sheets of staff and visitors and taking temperature per COVID regulations.

Provide oversight and communication with third party vendors in relation to the office (ex: cleaning services, deliveries, etc.).

Maintains all safety standards required through state guidelines.

Ensures operation of equipment by completing preventive maintenance requirements; calling for repairs; maintaining equipment inventories; evaluating new equipment and techniques.

Maintains supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies.

Completes operational requirements by scheduling and assisting with administrative projects, expediting work results

Contributes to team effort by accomplishing related results as needed.

Maintain all trackers and create monthly reports for leadership team.

Qualifications

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, in particular)

Hands on experience with office machines (e.g., fax machines and printers)

Familiarity with email scheduling tools, like Email Scheduler and Boomerang

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 suggest improvements

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