[ref. t24526504] Office Assistant - OA-24-11999
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.