Office Manager
North Vending LLC
- Chicago, IL
- Permanent
- Full-time
- Maintenance of Document Archive in Corporate Dropbox and Project Management Software
- Payroll, HR and bookkeeping record-keeping and coordination, new employee on-boarding and training
- Project documentation support to executive team: formatting and registering internal and externaldocuments, updating applicable task status, logging comments and content
- Maintaining and creation of complex co-related company and project calendars
- Assistance with travel arrangements, meeting room bookings, visas
- Keeping the company’s filing system in order, assisting with implementation of new administration systems
- Adding applicable information into JazzHR, Zoho CRM, Teamwork Project Managementand other platforms and services
- Organizing and coordinating staff and external meetings, moderating on-site video-conferences, sorting and distributing incoming and outgoing post
- Meeting minute preparation and circulation in agreed timeframe and manner, logging applicabletasks into project management software
- Lead the way in using a variety of office equipment and software such as spreadsheets, emailing clients, databases, and IP secure encrypted communication protocols
- Creation, Control and Updates to preferred Supplier Database, Contacts Database, Client Database,Contracts Register/Database, Casework register
- Office and Accommodation search if applicable, issue resolution and conflict mitigation
- Set-up and control of facilities services, supplier research and vetting Recruitment and Screening ofpersonnel for US Operations
- Review and draft of job descriptions, posting of vacancies, screening candidates in recruitment channels,keeping the database of applicants
- Recruiter liaison and research, budgeting and cash-flow planning, placement of critical adverts in commercial platforms to enable US operations
- Ad-Hoc support to Marketing director with regards to EXPO and corporate Events
- Set-up and management of Media Alerts, circulation of summaries to executive and Project Teams
- Proven experience as an Office manager, Executive assistant or Administrative assistant
- Proficiency in Quickbooks
- Proficiency in MS Office (MS Excel and MS Outlook, in particular)
- Expirience in using Dropbox
- Fluency in Russian/Ukrainian language
- Hands on experience with office machines (e.g. fax machines and printers)
- 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
- High School degree; additional qualification as an Administrative assistant or Secretary will be a plus
- Casual environment focused on teamwork
- Career development program
- Competitive salary
- Health benefits (HRA)
- Paid time off
- Paid sick days
- Paid Maternity Leave