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Description

The Office Administrator is responsible for managing the overall facility operations and other auxiliary office locations or project office space, including strategic planning for business operations and implementation of necessary daily processes for organizational effectiveness and efficiency. Responsibilities include managing office support personnel, functioning as an office safety representative, serving as human resources liaison, deriving and compiling office budgets and reports, purchasing and negotiating office equipment and facilities management.

+ Responsible for facilities management in coordination with building management, accountable for maintaining safe and secure office space, and liaison with property and company security departments to ensure safe working and parking conditions. Administer, review and enforce the building lease. Approve building maintenance activities. Respond to emergencies involving HVAC equipment, fires and natural disasters. Manage office access security program (badging and keys).

+ Evaluates office production and processes, improve efficiency and cost reductions. Analyze reports, budgets and accounts to identify over-spending and misallocated charges. Reconciles internal expenditures properly. Participates and provides solutions to minimize costs.

+ Reviews clerical work products for accuracy and timeliness. Responsible for the periodic review of work products and providing performance feedback.

+ Manages office equipment service contracts and contract administration. Responsible for office contracts that involve service, replacement and related supplies of office equipment.

+ Inventory management of office equipment and supplies.

+ Maintain office supply inventory and equipment. Manage the process to authorize the purchase of office furniture and supplies. Provides cost solutions. Negotiation of procurement of office furniture and supplies.

+ Ensures completion of mandatory driving training.

+ Administers fleet vehicle program for employee qualifications and business necessity. Monitor fleet assignments and documentation, trip ticket reconciliation. Administers maintenance and repair of vehicles.

+ Responsible for reconciliation and monitoring of the company fueling program.

+ Prepares activities reports for management.

+ Tracking budgets, documenting and preparing results compiling such data.

+ Responsible for office orientation reviews benefits forms, completes I-9’s following federal government guidelines, supports hiring and termination process, communicates employee benefits, maintains confidentiality of information, coordinates and administers new employee orientation and other HR support functions, manages and coordinates required training programs for office personnel in conjunction with the corporate training department.

+ Accurately completing complex accounting functions involving internal MIS reports, internal BIZ projection and costing reports, invoices, billing and accounts payable checks. Oversee office petty cash and banking.

+ Manages weekly chargeability and sales projection reporting function. Manages monthly financial reporting function involving analyzing variances from forecast to actual expenditures. Review monthly statements for accuracy, exception reports, and accounts receivable reports.

+ Explain fluctuations; provide summary reports on overhead costs.

+ Recruitment, development, training and retention of staff.

+ Responsible for conducting performance evaluations for department staff.

+ Provide leadership, guidance, and instruction to the department.

+ Responsible for interpreting policies, purposes and goals of the organization to staff.

+ Responsible for collaborating with business development managers, business line leads, project managers, and proposal production staff on proposals to secure work for the team.

+ Responsible for overall QA/QC process adherence.

+ Ensure compliance with company and site safety policies.

+ Responsible for maintaining compliance with equal employment opportunity initiatives.

+ Performs other duties as assigned.

+ Complies with all policies and standards.

Qualifications

+ Bachelor's degree in business, accounting or related degree and 14 years of related experience required. Or,

+ Associate degree and 16 years of related experience required.

+ The position requires maintaining the highest level of discretion and confidentiality.

+ Ability to work independently; demonstrating accuracy, reliability, and problem-solving skills.

+ Advanced knowledge of Microsoft Word, Excel, Access, and PowerPoint is required.

+ Excellent organizational skills, attention to detail, communication skills and ability to handle multiple tasks.

+ Demonstrated ability to communicate professionally and effectively with all levels within and outside of the organization (i.e., clients, vendors, business partners, community leaders).

Compensation

$90,000.00-190,000.00 Yearly

The expected compensation range for this position is displayed in compliance with all local/state regulations. The expected compensation range for this position is based on a number of factors, including but not limited to: individual education, qualifications, prior work experience and work location. The total annual compensation package will consist of a base salary and eligibility to participate in our discretionary year-end incentive bonus program.

Benefits

Our extensive benefits package takes care of you so that you can focus on doing great work. From insurance and disability to time off and wellness programs, we provide the tools to meet your needs. As part of being 100% employee-owned, eligible employees participate in our Employee Stock Ownership Plan (ESOP) in addition to our 401(k) retirement program. For more information, please visit the Benefits & Wellness page.

This job posting will remain open a minimum of 72 hours and on an ongoing basis until filled.

EEO/Disabled/Veterans

**Job** Administrative/Office Support

**Primary Location** US-IL-Chicago

**Other Locations** US-IL-Downers Grove

**Schedule:** Full-time

**Travel:** Yes, 25 % of the Time

**Req ID:** 254925

**Job Hire Type** Experienced #LI-STA #M&S