Office Operations Coordinator
$60,000–$65,000 year
On-siteAddison, Illinois, United States
Job Summary
Serve as the primary point of contact for customers, distributors, vendors, and visitors while managing the corporate telephone system. Coordinate day-to-day office operations by maintaining reception areas, conference rooms, and common areas, conducting routine walkthroughs to identify and address maintenance and stocking needs. Manage office supply inventory, process purchase requisitions and vendor invoices, and coordinate relationships with external vendors for maintenance, cleaning, and shipping services. Support senior leadership by managing calendars, coordinating travel, preparing presentations, and handling confidential executive correspondence. Assist with onboarding logistics, interview scheduling, and cross-functional initiatives while ensuring strict confidentiality regarding personnel and financial information.
Required Qualifications
- Minimum of 3-5 years of progressively responsible experience in office administration, office operations, executive support, office management, or business administration within a professional office environment
- Demonstrated experience providing executive administrative support, coordinating meetings and travel, managing office operations, and supporting purchasing, vendor management, and company events within a fast-paced business environment
- Advanced proficiency with Microsoft Office 365, including Outlook, Word, Excel, PowerPoint, Teams, and other business productivity applications
- Demonstrated ability to coordinate multiple projects simultaneously while maintaining exceptional organization, accuracy, and attention to detail
- Excellent verbal and written communication skills with exceptional interpersonal, customer service, and relationship-building abilities
- High level of professionalism, discretion, and sound judgment with the ability to maintain confidentiality while handling sensitive and proprietary business information
- Demonstrated ability to manage sensitive and confidential information with discretion and professionalism
- Self-motivated, resourceful, adaptable, and capable of working independently while collaborating effectively across all levels of the organization
- Demonstrated professionalism and the ability to represent HSG positively when interacting with employees, customers, distributors, vendors, executives, and other business partners
- HSG participates in E-Verify
- conducts pre-employment drug testing
- conducts background checks
Desired Qualifications
- Associate's or Bachelor's degree in Business Administration, Office Administration, Communications, Human Resources, or a related field preferred; equivalent combinations of education and experience will be considered
- Experience processing purchase requests, invoices, expense reports, office inventories, and departmental budgets preferred
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