Position:             Office Administrator                               

Reports to:        Sr. Vice President           

Department:     Administration 

Location:            103 Schelter Rd, Lincolnshire, IL 60069; in-office position

Classification:    Full-time Exempt

Summary / Job Objective:  The Office Administrator is responsible for ensuring the efficient day-to-day operation of the organization by providing administrative, operational, and office management support. This role serves as a central resource for employees, leadership, vendors, and visitors, helping to maintain organized processes, coordinate welcoming work environment while ensuring operational efficiency and exceptional internal and external service. The Office Administrator plays a critical role in fostering a productive, professional, and welcoming work environment while ensuring operational efficiency and exceptional internal and external service.

Essential Job Functions: 

The Office Administrator oversees daily office operations and administrative functions to ensure the smooth and efficient functioning of the organization. This role manages office systems, coordinates facilities and vendor relationships, supports leadership and staff with administrative needs, maintains organizational records and processes, and serves as a key point of contact for internal and external stakeholders. The position requires strong organizational skills, attention to detail, proactive problem-solving, and the ability to manage multiple priorities while supporting a positive and productive workplace culture.  Needs to be able to sit for long periods of time, type on a regular basis, converse on the phone and in person.  Must be able to lift up-to 50 pounds (on a rare basis).

Primary Responsibilities:

·       Manage day-to-day office operations, ensuring an organized, efficient, and professional work environment.

·       Serve as the primary point of contact for office-related inquiries, vendors, service providers, and visitors.

·       Coordinate office supplies, equipment, facilities maintenance, and vendor contracts.

·       Support leadership with scheduling, meeting coordination, travel arrangements, and administrative projects.

·       Maintain organizational files, records, databases, and document management systems.

·       Assist with onboarding activities, employee communications, and general human resources administration.

·       Coordinate company meetings, events, training sessions, and special projects.

·       Develop, implement, and maintain office procedures and administrative best practices.

·       Prepare reports, presentations, correspondence, and other business documents.

·       Ensure compliance with organizational policies, procedures, and recordkeeping requirements.

·       Support cross-functional teams by coordinating logistics and administrative needs.

·       Maintain confidentiality and handle sensitive information with discretion and professionalism.

·       Identify opportunities to improve operational efficiency and recommend process enhancements.

Qualifications:

·       Bachelor's degree preferred

·       Minimum of 3 years of experience in office management, administration, operations, executive support, or a related field.

·       Strong proficiency in Microsoft Office Suite, Google Workspace, and office management software.

·       Experience man