Overview
DOC Shawnee CC Mailroom Office Assistant Jobs in Vienna, IL at State of Illinois
Description:
As the Assistant Office Manager, you will be responsible for a variety of administrative and operational tasks to ensure the smooth operation of our office. Your main responsibilities include:
Essential Functions:
Greet visitors in a professional and welcoming manner.
Answer and direct calls.
Coordinate employee events, increase employee engagement through the events committee
Coordinate office activities and schedules to ensure timely completion of tasks.
Provide administrative support to VPs, including scheduling appointments, managing calendars, organizing files, and handling correspondence.
Assist with day-to-day operations, such as ordering and stocking office supplies and maintaining office equipment.
Manage relationships with technology vendors and licenses of various software programs
Assist with new hire onboarding, new hire onboarding training, and technology onboarding including set up of new hire email, file access, and computer equipment.
Assist with purchasing department administrative duties including MarkSystems data management, maintaining vendor master files and general file data
Issue Starts Memo, Maintain starts calendar and Attend Starts Meeting
Insurance tracking and approval for Trade Partners, Onboard trades
Coordinate events and meetings, including planning agendas, setting up conference rooms, arranging catering, and assisting with IT.
Manage Storage Units.
Manage Building Maintenance (backflow, security, fire extinguisher testing, shade sales, landscaping contract, lighting, etc.) with the assistance of the Assistant CM for Commercial construction and coordinating with vendors on repairs.
Manage Warehouse supply.
Support Office moves.
Support Development, Trailers, Internet setup, and moves for Sales and Construction.
Coordinate monthly billing/recon for HR expenses, office expenses, events and reconcile monthly invoices.
Manage Model Transitions: construction trailer, sales office, model home, set-up and internet
Coordinate events and meetings, including planning agendas, setting up conference rooms, and arranging catering.
Coordinate Phone Setup and Company Cell Phone plans, changes, and bill reconciliation
Perform accurate entry of the AVID home-owner survey data for the Great Relationships WIG Scoreboard.
Perform accurate entry of Home Readiness Scores for the WIG Scoreboard.
Assist the Purchasing Department with permits and check delivery.
Assist with postal delivery 2-3/wk.
Manage Water Delivery schedules.
Manage Swag inventory closets.
Prepare home closing and new hire folders as needed.
Responsible for maintaining reception, conference/training areas, and kitchen. Keep all areas clean, organized, and professional looking at all times.
Responsible for emptying kitchen trash daily and replacing empty toilet paper rolls or hand towels in restrooms as needed.
Other duties or special projects as assigned.
Supervisory Responsibility:
None
Requirements:
Work Environment:
This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines.
Physical Demands:
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.
While performing the duties of this job, the employee is regularly required to talk or hear. The employee frequently is required to stand; walk; use hands to finger, handle or feel; and reach with hands and arms. This position requires the ability to occasionally lift office products and supplies, up to 20 pounds.
Travel:
No travel is expected for this position.
Education and Experience:
Bachelor’s degree preferred
2+ years of administrative experience
A passion for event coordination
Experience in the construction industry preferred
Other Duties:
Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.
Pay Range: $50k-$60k plus 10% bonus
Benefits:
Medical, Dental, Vision, Spending Accounts, Life, Short & Long-Term Disability
Paid Time Off
Holidays
401k and match
Hartford Homes provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability or genetics. In addition to federal law requirements, Hartford Homes complies with applicable state and local laws governing nondiscrimination in employment in every location in which the company has facilities. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, and transfer, leaves of absence, compensation and training.
Show more
Title: DOC Shawnee CC Mailroom Office Assistant
Company: State of Illinois
Location: Vienna, IL
