Overview
Manager, Administrative Services Jobs in Chicago, IL at MacAthur Foundation
Full Job Description
The Administrative Services team plans, manages, coordinates, and directs support services to ensure the success of the day-to-day operations of the Foundation. This customer service- and detailed-oriented team provides a high level of support and seeks creative and effective programs, services, and solutions that foster a supportive, well-run, and efficient working environment.
The Manager, Administrative Services provides high-level customer service in managing the corporate facilities. This person functions as Corporate Travel Manager, Construction Manager, Chief Security Officer, Purchasing Agent and troubleshoots office related problems until issues are cured. The Manager, Administrative Services communicates daily and works closely with the team on all aspects of maintaining the corporate offices, including Lever for Change, coordinates services for the Corporate Chicago apartment; oversees construction project administration including design development, implementation, and budget administration; oversees selection of a diverse vendor pool; performs cost analysis and reviews incoming proposals.
Job Description
Essential Duties and Responsibilities:
Manage MacArthur Foundation and Lever for Change office space as it relates to beautification, repair, and service (i.e., plant rental, recycling, carpet cleaning, painting, electrical, plumbing, etc.)
Provide oversight of all production rooms, pantry areas, conference center maintenance and new work requests
Maintain the use of Envoy and Zoom visitor management systems in the reception area
Collaborate with the Administrative Services team to develop and review budgets, new furniture and supply orders, preventative maintenance contracts, expense requests and when necessary, adjust spend through forecasting
Partner with the Office of the Building staff, Engineering staff, security, and maintenance staff
Negotiate and evaluate purchase agreements, equipment contracts, furniture, supplies and maintenance proposals
Maintain open lines of communication with Legal, COO, CFO, Office of the Building, President and Chief of Staff, as required
Manage the relationship with the Foundation’s 3rd party corporate travel partner in addition to negotiating the travel contract and contracts with preferred airlines
Coordinate with Finance on annual staff travel meetings
Work closely with the Senior Associate to manage travel & the airline portal as well as award MP status
Organize quarterly Fire Marshal meetings and partner with Building Management on annual fire drills /seminars and inspection of all emergency devices
Promptly and effectively respond to Foundation security issues
Coordinate annual CPR training and certification for Foundation staff
Oversee the Chicago Corporate Apartment maintenance and occupancy scheduling
Perform other duties as assigned
Qualifications:
At least ten years of relevant office management experience with a bachelor’s degree preferred
Must have experience in budget administration, project administration and telecommunications
Excellent writing, editing, and organizational skills
Able to manage projects and tasks simultaneously
Proficiency in working in Microsoft Office Suite (Word, Excel, Access, PowerPoint, and Outlook)
Must have excellent telephone and email etiquette
Must be able to work in harmony with all levels of …
Title: Manager, Administrative Services
Company: MacAthur Foundation
Location: Chicago, IL
Category:
