Office Administrator- Chicago Office

Client: Financial Services
Location: Chicago, IL 60606
Title: Office Administrator
Salary: 60-65K
FT/PT: Full Time
**Individuals will need a valid driver’s license as they have 4 vehicles in this office.
 
Job Description for Chicago office support position

Responsibilities 

• Keeping track of all non-tech equipment; means annually or bi-annually at request of Facilities team, manually check the labels on over 150 pieces including art, furniture, office chairs, cabinets, etc. to make sure it's all accounted for. 
• Manage any vendor that comes into the building, including 
  • HVAC inspections and any warnings that go off and send messages to our client personnel with Facilities which are time sensitive
  • Shredder companies doing weekly/bi-weekly pickups
  • Fedex/UPS/DHL orders
  • ISP inspections and updates (AT&T/Crown and Castle)
  • Manage pantry products (water dispenser, ice machine), put in service requests
  • Canon printer pickup, drop-off, maintenance, weekly print reports, and any rotation of devices
• Monthly print count readouts 4-5x/month for a vendor (Canon) 
• Requesting and distributing parking or building access cards to employees
• Find and keep track of any physical keys in the old fireproof safe 
• Ordering any printer ink/toner/paper
• Coffee and water orders for employees/guests
• Maintaining contact with a vendor who stocks our medicine cabinet and services our on-site AED machine 
• Weekend work that usually requires over a week of prep not including associated IT tickets (sending emails to office members, posting reminders in kitchen/doorways, monitoring correspondence from Facilities team for changes) to do power shutdowns in the building, 
• Answering door for any deliveries or guests
• Do inventory checks on emergency supplies at all workstation desks upon request from other facilities 
• Update iOffice software which keeps track of seating charts, new users, etc. 
• Maintain all COVID supplies (masks, hand sanitizer, wipes, etc.) and signs .
• Take over responsibilities of being office fire warden in case of emergency evacuation, require separate safety training and certification 
• Other Facilities related matter that may arise.

Minimum Job Requirements

• 2 years of related experience 
• Strong vendor management skills
• Strong verbal and written communication skills 
• Good organizational skills
• PC Skills —Word, Excel, Sharepoint
• Ability to work independently