Office Administrator

The Job Details are as follows: ROLE OVERVIEW In the role of Office Administrator in the Chicago office, the individual will be responsible for the following: Office Administrator Duties: Coverage of the reception desk Professionally answer, screen and route all incoming calls Greet guests in a professional, friendly, hospitable manner Maintain calendar schedule of guest visitor offices/desks and conference rooms Prepare conference rooms prior to guests arrival Assisting with coordination/setup of catering for meetings Travel and expenses for Non-Investment Staff & back-up support to Investment Staff Courier Services, distribute packages and mail as delivered for the day: Maintain FedEx & Messenger Services Assist with organizing/tracking accounts payable invoices and submit for approval Assist in event planning Periodically provide executive level support & coordination Visit Calendar, liaise with technology/desk support teams: Add visitor to Visit Calendar, Communicate desk location to guest Maintain and update front desk reception manual and visitor manual Prepare reception, conference rooms and guest areas for the following business day Special projects as assigned Provide Onboarding support to Senior Admin: Train employees on Concur/Workday platform, Order business cards, HR documentation, Building ID badges, Office Tour Marketing Team Assistance: Catered meetings, Print documents, Liaise with vendor to create pitch books Facilities Duties: Open and prepare reception, kitchen, conference and guest areas at beginning of day Stock kitchen and reception bar – ensure that everything is neat and proper Coffee machine maintenance Order any necessary supplies for the office: kitchen, bathroom, gym and other stock Ensure cleanliness and professional appearance of office, kitchen and gym Lunch Ordering: Responsible for managing group lunch orders for SF office Real Estate Management Duties: General upkeep of the office Eyes and ears on ground for Global Head of R/E Liaison with Building Management on utilities, services, maintenance requests, etc... Move/Add/Change management Employee seating planning/documentation All Members – Administrative: Acting member of global administrative team Work with Global Admin Team on Firm Wide Events and Initiatives Liaise with Management Accounting department on Corporate Credit Card program Participate in monthly team meetings Systems: Microsoft Office; Outlook, Word, Excel, PowerPoint QUALIFICATIONS & REQUIRMENTS: 2-3 years of reception experience preferably within financial services Excellent verbal and written communication and organizational skills Demonstrate multi-tasking and project management skills Strong attention to detail Maintain a sense of urgency and can prioritize appropriately Works independently, but properly escalates when necessary Professional and positive attitude Must be team-orientated, trustworthy and display strong follow-through