Office Assistant - OA-24-11999

Job Title: Office Assistant

Job Location: Bolingbrook, IL 60440

Contract Duration: 4 months

GENERAL SUMMARY & SCOPE:

The Workplace Experience Assistant provides workplace services to increase productivity and organizational effectiveness for our corporate office supporting our corporate facilities team.   This role is at the forefront of delivering a positive office experience and performs a wide variety of clerical and administrative duties, mail, and stock room responsibilities, in addition to facility maintenance and operational support. 
 
ESSENTIAL DUTIES & RESPONSIBILITIES

• Provides administrative support for Corporate Facilities team as directed, including vendor management, meeting coordination, office and workplace experience equipment care, and delivery management.
  

Services include but are not limited to:

• Meeting & Event Management
• Incoming and Outgoing Mail Services and deliveries
• Document Services
• Office Supply Management
• Consumable Amenity Maintenance and Supply
• Moves, Adds, Changes
• Furniture Management
• Space Reset

SCOPE OF RESPONSIBILITY:

• Process, sort, and deliver all incoming and outgoing packages and internal mail.
• Operate automated mailing and shipping equipment.
• Utilize and maintain integrity of databases associated with service delivery, as requested. 
• Manage customer service requests and complaints regarding workplace services.
• Assist with conference room scheduling and event support, including set up and coordination.
• Requests building services as needed to ensure facility maintenance is repaired promptly.
• Maintains relationships with vendors that provide services and goods to the office.
• Manages accuracy, production, quality, and retention of corporate facility communications include creating and supporting process documentation that follows brand guidelines.
• Decisions made with general understanding of procedures and company policies to achieve set results and deadlines.  Errors in judgment may cause short-term impact to co-workers and supervisor.

 
EDUCATION and EXPERIENCE:

HS Diploma or GED needed. A minimum of 2 years related experience (e.g., Stockroom experience, Front Desk, Concierge, Hospitality, Room Management, or Customer Service roles) is preferred.

COMMUNICATION SKILLS:

• Ability to understand and interpret instructions, short correspondence, and memos and ask clarifying questions to ensure understanding.
• Ability to write routine reports and correspondence.
• Ability to respond to common inquiries or complaints from clients, co-workers, and/or supervisor.
• Ability to effectively present information to an internal department and/or large groups of employees.
   

FINANCIAL KNOWLEDGE:

• Requires basic knowledge of financial terms and principles. Ability to calculate simple figures such as percentages.

REASONING ABILITY:

• Ability to understand and conduct general instructions in standard situations.
• Ability to solve problems in standard situations. Requires basic analytical skills.
• Comfortable meeting and engaging with new people; Warm and engaging demeanor. Ability to assess circumstances, empathize and offer help. 

OTHER SKILLS and ABILITIES:

Best candidates will have a genuine interest in anticipating and serving the needs of others. A warm demeanor and desire to collaborate with others is key.

• Intermediate skills with Microsoft Office Suite products such as Word, Excel, PowerPoint, Visio, SharePoint, OneNote, Outlook, Teams.
• Comfortable with and embracing of modern technologies and digital tools, such as Apps, databases, financial management, work order management, social networking, cloud technologies, handheld mobile technologies and applications, and communications.
• Physical ability to assist with warehouse operations.
• On a regular basis requires the ability to walk, reach with hands and arms, stand for a minimum of 6-8 hours, and able to lift 50 lbs.
• On a frequent basis, requires the ability to stoop, kneel and crouch. On an occasional basis, requires the ability to climb a ladder and balance.