Overview
Front Desk Office Assistant Jobs in Joliet, IL at GP Transco
The PTSD Foundation of America eagerly seeks an energetic and compassionate individual to join our team as an Office Manager. At the heart of our foundation lies a profound dedication to supporting veterans and their families as they navigate the challenges of post-traumatic stress disorder (PTSD). As the first point of contact for the PTSD Foundation of America and the gatekeeper to Camp Hope, our flagship program, this position holds immense significance. The Office Manager serves as the welcoming face and compassionate ear for all who seek our assistance, embodying our core values of empathy, respect, and unwavering support. This role not only plays an integral part in facilitating the smooth functioning of our office but also serves as a beacon of hope and comfort to those who reach out to us in their time of need. Join us in our mission to positively impact the lives of those who have bravely served our country.
Job Description: The Office Manager position at Camp Hope within the PTSD Foundation of America is not merely a role but a cornerstone of our organization’s operations. As the first point of contact for all who enter our doors or reach out by phone, the Office Manager embodies our commitment to professionalism, compassion, and unwavering support for veterans and their families. With a can-do attitude and a dedication to excellence, the Office Manager plays a pivotal role in ensuring the smooth functioning of our office and the seamless coordination of our various activities. This individual is instrumental in fostering a welcoming environment and providing crucial administrative support to our team. From managing day-to-day operations to facilitating communication and resource management, the Office Manager is integral to our mission of serving those who have served.
Responsibilities:
Organize office operations and procedures.
Ensure a secure and friendly work environment for all staff and visitors.
Implement innovative work systems to enhance office efficiency.
Responsible for developing and implementing office policies by setting up procedures and standards to guide the operation of the office.
Answer and direct incoming calls promptly and professionally.
Establish and monitor procedures for record-keeping.
Communicate effectively with department heads, upper management, donors, community partners, residents, and clients.
Schedule meetings and appointments, managing staff calendars efficiently.
Make arrangements for office supplies procurement and maintenance.
Greet visitors warmly and provide general administrative support to staff members.
Respond to staff queries on office management issues promptly and effectively.
Identify and address urgent situations, escalating as necessary to management.
Manage filing systems and office supplies, maintain IT infrastructure, and oversee inventory orders.
Ensure a positive guest experience by overseeing reception, sorting mail, and answering direct phone calls.
Plan and coordinate all in-house activities for Camp Hope, including travel processes and counseling appointments for residents and clients.
Coordinate with the IT department on all office equipment.
Manage contract and price negotiations with office vendors, service providers, and office leases.
Responsible for ensuring office financial objectives are met by preparing the annual budget for the office, planning the expenditures, analyzing variances, and carrying out necessary corrections that may arise.
Implement and maintain policies and procedures for managing keyed access to all Camp Hope facilities, ensuring strict adherence to security protocols.
Maintain accurate records of key distribution and access permissions, regularly reviewing and updating as necessary.
Conduct quarterly audits and inspections of key access points to ensure compliance with security standards and mitigate potential risks.
Requirements: The Office Manager should have the following skills, education, and experience:
Associate Degree with a minimum of five (5) years experience in office administrative support. High school diploma with relevant experience will be considered.
Professional demeanor and excellent customer service abilities required.
Strong people skills and ability to work well with others
Be able to multi-task and direct people in a kind fashion
A strong understanding of and sensitivity toward diverse cultural backgrounds and beliefs is valued, particularly in the context of combat deployment affecting a diverse population.
Excellent skills in the areas of organization, attention to detail, time management, ability to manage multiple tasks, define and set priorities and problem solve.
Ability to take initiative with projects to work both independently and as a team member.
Excellent verbal and written communication skills.
Proficiency in Microsoft 365 Apps (Outlook, Word, Excel, PowerPoint, Access, and OneDrive) and Adobe Acrobat Pro.
Working knowledge navigating CRM’s and Organizational Applications (DonorPerfect, inFlow, JotForm) a plus.
Completed 30-hour Care and Counsel for Combat Trauma class within 30 days and Safe Talk and ASIST (Applied Suicide Intervention Skills Training) Certifications within one year of employment.
Self-care activities that encompass self-preservation of mind, body, soul, and spirit to maintain safety, and competence, and continue personal and professional growth.
Compensation: The PTSD Foundation offers the following compensation:
Salary: $47,840.00 – $55,440.00
Medical, Dental, and Vision benefits
403(b)
Life Insurance
Other benefits
The role includes opportunities for professional development and additional training programs, furthering your skill set an
Title: Front Desk Office Assistant
Company: GP Transco
Location: Joliet, IL
