Overview
Receptionist – Full Time Jobs in Villa Park, IL at Village of Villa Park
Description:
The Office Administrator will manage all internal operations of EEG’s office including managing reception duties and facilities management. This role will also provide administrative support to the Managing Director, HR, Department heads, and Owners, as needed. This role is required to physically be at EEG’s offices to greet employees and visitors as well as managing EEG’s incoming and outgoing mail & shipments. The focus of this position is providing exceptional customer service to all employees, call inquiries and visitors to Enterprise Events Group. A successful candidate will be hands on and have the desire to help in all areas of internal office operations. This position requires a high level of organizational skill, as well as the ability to manage multiple tasks and maintain professionalism, tact, and confidentiality. The Office Administrator will have the ability to work in a strong team oriented environment.
Primary Responsibilities:
Essential Functions: Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. This job description is not intended to contain a comprehensive listing of the activities, duties, or responsibilities required of the position; additional activities, duties, or responsibilities may be assigned.
Receptionist/Office Facilities Management:
Answer, screen, and direct calls on multi-line phone system in a courteous and professional manner; takes messages and/or forwards telephone calls to appropriate employees.
Meet and greet all visitors; determine their needs and direct them to the appropriate employee.
Responsible for office management, including ordering all office-related maintenance issues, and cleanliness and upkeep of the entire office space
Act as the liaison between all internal employees and building manager. Manage and act as the contact for all facilities maintenance.
Manage shipping and receiving for USPS, UPS, and FedEx. Support office with execution of outgoing mailers.
Organize and maintain file system; file correspondence and other records.
Manage conference room scheduling
Management of office space (cubes, offices, conference rooms)
Management of office supplies for the entire office as well as individual employee requests
Responsible for planning and coordinating all EEG in-office events.
Partner relationship management for office vendors
Manage & reconcile office vendor invoices
Responsible for vendor management for company phone lines & Call Center/Registration program phone lines to include
Contract management in conjunction with IS Administrator
Software, hardware setup, training, documentation and greeting setup.
Perform other duties as assigned.
Administrative Support:
Provide HR, Managing Director and Department Heads and Owners with administrative tasks to include:
Weekly & ADHOC reporting requests – time demon (time tracking tool)
Weekly hour department updates in the resource management tool
Maintenance of event calendar invitations
Support with project based tasks (quality control, create and update documentation, research projects, etc.)
Scheduling meetings, as needed
Support documentation updates (PowerPoint, Google Docs, Word, etc.)
Expense and credit card reconciliation
Manage IATAN renewals
Order New Employee Business Cards
Assist with Employee Engagement projects
Schedule and manage New Hire Department Overviews
Requirements:
Competencies
Positive, upbeat, and pleasant demeanor and attitude
Strong and professional communication
Interpersonal skills
Ability to multi-task across projects
Ability to adapt to different work environments and team dynamics
Acute attention to detail
Strong project management skills
Time management skills
Ability to work autonomously
Flexible with unexpected updates
Maintains professional composure at all times
Exercise good judgment and maintain confidentiality in maintaining critical and sensitive information, records, and reports.
Education and Experience Requirements:
2-4 years of previous relevant work experience
Associate’s degree. Bachelor’s degree preferred.
Experience working in a Professional Services Company preferred
Ability to work in a professional environment
Basic computer skills including but not limited to Microsoft applications, Adobe, and Salesforce. Proficient Microsoft Office skills.
High degree of professionalism and teamwork mindset when working with individuals internally and externally.
Required Travel: This position does not require travel.
Environment and Physical Demands: This position operates in a professional office environment, using standard office equipment from 8 am to 5 pm PST. The physical demands described here are representative of those that must be met by an employee to perform the essential functions of the job successfully. The employee is frequently required to sit, stand, walk, use hands to finger, handle, or feel, and reach with hands and arms. The employee is occasionally required to climb or balance and stoop, kneel, crouch, or crawl.
Title: Receptionist – Full Time
Company: Village of Villa Park
Location: Villa Park, IL
