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.
