North Vending LLC is looking for an Office Manager to join our team in our Northbrook office. The Office Manager is responsible for overseeing the general administrative functions and any events or activities in the office. Your role is to create and maintain a pleasant work environment, ensuring high levels of organizational effectiveness, communication, key-record keeping and coordination among departments. The ideal candidate will have prior experience as office or assistant manager working in an office supporting multiple levels of employees.
Responsibilities include but not limited to: Maintenance of Document Archive in Corporate Dropbox and Project Management SoftwarePayroll, HR and bookkeeping record-keeping and coordination, new employee on-boarding and trainingProject documentation support to executive team: formatting and registering internal and externaldocuments, updating applicable task status, logging comments and contentMaintaining and creation of complex co-related company and project calendarsAssistance with travel arrangements, meeting room bookings, visasKeeping the company's filing system in order, assisting with implementation of new administration systemsAdding applicable information into JazzHR, Zoho CRM, Teamwork Project Managementand other platforms and servicesOrganizing and coordinating staff and external meetings, moderating on-site video-conferences, sorting and distributing incoming and outgoing postMeeting minute preparation and circulation in agreed timeframe and manner, logging applicabletasks into project management softwareLead the way in using a variety of office equipment and software such as spreadsheets, emailing clients, databases, and IP secure encrypted communication protocolsCreation, Control and Updates to preferred Supplier Database, Contacts Database, Client Database,Contracts Register/Database, Casework registerOffice and Accommodation search if applicable, issue resolution and conflict mitigationSet-up and control of facilities services, supplier research and vetting Recruitment and Screening ofpersonnel for US OperationsReview and draft of job descriptions, posting of vacancies, screening candidates in recruitment channels,keeping the database of applicantsRecruiter liaison and research, budgeting and cash-flow planning, placement of critical adverts in commercial platforms to enable US operationsAd-Hoc support to Marketing director with regards to EXPO and corporate EventsSet-up and management of Media Alerts, circulation of summaries to executive and Project Teams Skills: Proven experience as an Office manager, Executive assistant or Administrative assistantProficiency in QuickbooksProficiency in MS Office (MS Excel and MS Outlook, in particular)Expirience in using DropboxFluency in Russian/Ukrainian languageHands on experience with office machines (e.g. fax machines and printers)Excellent time management skills and ability to multi-task and prioritize workAttention to detail and problem solving skillsExcellent written and verbal communication skillsStrong organizational and planning skills in a fast-paced environmentHigh School degree; additional qualification as an Administrative assistant or Secretary will be a plus Why North Vending? Casual environment focused on teamworkCareer development programCompetitive salaryHealth benefits (HRA)Paid time offPaid sick daysPaid Maternity Leave *In order to share details on the product line and comp structure during the interview process you might be asked to sign a confidentiality and non-disclosure agreement.