Overview
Restaurant Office Administrator Jobs in New Lenox, IL at Cooper’s Hawk Winery & Restaurants
JOB TITLE: Office Manager
FLSA: Exempt
DEPARTMENT: Administration
REPORTS TO: Office Managing Member and Director of Administration
SUMMARY: Under the general supervision of a Director of Administration and Office Managing Member and according to established policies and procedures, the Office Manager shall be responsible for the operation of a discrete administrative area of the firm. These responsibilities may include some personnel matters, projects, purchasing of supplies and forms, file systems, equipment office management, messenger and delivery services, telecommunications, local social functions and receptions. The Office Manager may perform certain tasks personally. In a larger firm the Office Manager may supervise a staff.
Depending on size of office, position may require secretarial/executive assistant responsibilities.
ESSENTIAL DUTIES: “Essential functions” are primarily job duties that incumbents must be able to perform unassisted or with some reasonable accommodation made by the employer.
Establishes and monitors all aspects of the firm’s file system, messenger services, office maintenance and supplies, except as limited by the Director of Administration.
Contracts for the purchase of necessary office supplies and forms, within the limits prescribed by the firm’s budget for such expenditures. Extraordinary and non-routine purchases must be approved in advance by the Director of Administration. Special contracting or purchasing authority may be delegated to the Office Manager from time to time.
Under the supervision and guidance of the Director of Administration and the Office Managing Member, projects and anticipates personnel needs. With assistance from the Human Resources Manager, recruits, screens, and hires such personnel. Introduces newly hired staff to other employees and provides onboarding tasks to the firm’s systems and procedures. Administers periodic performance reviews with Director of Administration in accordance with instructions from Director of Administration.
Ensures that the workload of subordinate staff is equitably assigned, reassigns work, when necessary, and may determine work priorities. Keeps a record of leave and pto for all staff members. Maintains an active roster of all personnel employed by the firm.
Disciplines and discharges support staff with the concurrence of the Office Managing Member and the Director of Administration.
Coordinates with the Records Department, directs the firm’s file systems in the file room and offsite storage including destruction of closed files, preparation of case rosters, replacement and retrieval of papers and file folders, generation of the new file list, and locating active or closed files when needed.
Ensures the maintenance of the firm’s copy machines, the performance of large photocopying and all, binding large documents, and the operation of video equipment.
Maintains the movement of general office furniture and other items at the request of the Office Managing Member or Director of Administration and the rearrangement of furniture in personal offices and work areas as requested by the occupants. Sets up offices for attorneys, paralegals and other staff.
Manage and maintain a list of hoteling of attorneys and all hybrid schedules.
Ensures the general upkeep of shared office facilities such as halls, vents, reception areas, employees’ break room and conference rooms, including the cleaning of carpet stains and wall marks. Procures janitorial services as needed.
Manages the messenger and delivery services of the firm to assure that deliveries are completed in a timely manner.
Oversees a smooth flow of communications among all support staff. Directs the accurate distribution of all incoming mail and packages.
Communicates with the IT department regarding the maintenance of the firm’s telecommunications systems and equipment. Understands and maintains the security systems for access into and out of the local office.
Provides assistance needed to complete special projects that involve the operations of the firm.
Coordinates with IT on the maintenance, evaluation and enhancement of existing computer systems.
Office liaison with accounting, facilities, human resources, library and marketing departments.
KNOWLEDGE, SKILLS AND ABILITIES REQUIRED:
Thorough understanding of administration, facilities management, human resources and purchasing as normally acquired through a four year degree or the equivalent experience.
Several years of progressively responsible work experience with legal or other professional service organizations in order to gain experience in managing business operations including planning, human resources and purchasing functions.
Ability to identify and analyze issues and problems and to recommend and implement solutions.
Interpersonal skills necessary in order to maintain effective relationships with members, attorneys, clients and staff in person, by e-mail and by telephone; to manage staff, facilitate individual and group meetings dealing with the law office operation.
Work occasionally requires a high level of mental effort and strain when performing essential duties. Must be able to perform the essential duties of the position and meet required deadlines with time constraints, interruptions, and stressed attorneys and staff.
Work frequently requires more than 40 hours per week to perform the essential duties of the position. Although hybrid policy may be utilized by office manager, in-office attendance requirements may be more frequent than three days per week.
WORKING CONDITIONS:
Normal office environment with little exposure to excessive noise, dust, temperature and the like.
The above is intended to describe the general content of and requirements for the performance of this job. It is not to be construed as an exhaustive statement of essential functions, responsibilities or requirements.
McDonald Hopkins does not currently accept unsolicited resumes through or from search firms or headhunters.
McDonald Hopkins is an equal opportunity employer that values diversity and inclusion. (Employment decisions are based on qualifications, merit and business need without regard to any protected category.)
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Title: Restaurant Office Administrator
Company: Cooper’s Hawk Winery & Restaurants
Location: New Lenox, IL
