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Office Coordinator
Cuna Mutual Group
Chicago, IL, United States
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Job Purpose:
Under direct supervision, this role is responsible for the organization and coordination of office operations, procedures and resources to facilitate organizational effectiveness and efficiency. In addition, it will provide general administrative support for various members of the management team. Customer service is a priority, as this position is typically the first point of contact for employees and visitors.
Essential responsibilities for this role include general office organization and management; acting as the point person with building management; documenting office and safety procedures; onboarding for all new staff; managing the front desk; monitoring and maintaining supplies inventory (office and kitchen); conference room coordination and catering oversight; and day-to-day facilities management.
This position must also remain flexible to change in working with projects/assignments/tasks and align priorities as needs arise, in conjunction with management’s priorities.
Job Responsibilities:
• Point person with building on all matters related to our office, parking and safety.
• Document all office and safety procedures, reviewing and updating as needed.
• Onboard all new staff, including security badge setup, parking stickers, office/building tour and overview, meeting room procedures and etiquette, desk setup, etc.
• Manage front desk, including greeting all visitors; receiving and distributing packages and mail; maintenance of signage and lobby space, etc.
• Monitor and maintain supply inventory (kitchen and office), working with vendors and ordering as needed. Organize supply cabinets; label appropriately.
• Conference room coordination, including checking availability and reserving for guests and/or all-day meetings; ensuring conference rooms are presentable and stocked with necessary supplies; setting conference room best practices; and coordinating with IT if any technical issues arise.
• Order catering for meetings, working with vendors and setting up/cleaning up.
• Day-to-day facilities management to ensure our space is clean and presentable, staff is following best practices relative to cleanliness, civility, and use of space, and everything is running smoothly.
• Occasional administrative support for various managers may be necessary. This support may include meeting scheduling, drafting correspondence, travel arrangements, expense reports and presentation creation.
• Participate in streamlining and adding efficiency to administrative workflow processes.
• Assist in supporting the migration to new technologies to allow for new process improvements and efficiencies.
The above statement of duties is not intended to be all inclusive and other duties will be assigned from time to time.
Job Requirements:
• High school diploma with two years of college or equivalent job experience.
• Three to five years of administrative/receptionist/office coordinator experience to include competencies in the following areas:
◦ Planning, organizing and assisting in multiple projects/assignments,
◦ Use of calendaring, word processing, spreadsheet, graphic software and internet/intranet applications,
◦ Providing internal/external customer services.
• Resourceful and solutions-oriented; passionate about organization, with a strong attention to detail and accuracy. Is a self-starter who possesses a customer service mindset.
• Strong interpersonal skills; the ability to establish and maintain effective working relationships with others, a team player with the ability to interact well with all levels of staff and management.
• Strong follow-through and prioritization skills, with the ability to function in a fast-paced, evolving environment while demonstrating initiative, self-motivation and the ability to maintain a strong sense of urgency and meet deadlines.
• Possesses sound judgement and discretion; must be reliable.
• Clear and effective communication skills (verbal and written).
• Experience with a variety of Microsoft Office products, including Outlook, Word, PowerPoint and Excel Knowledge of Concur; Skype for Business; and Microsoft Teams and OneNote a plus.
CUNA Mutual Group’s insurance, retirement and investment products provide financial security and protection to credit unions and their members worldwide. As a dynamic and growing company, we strive to create a culture of performance, high standards and defined values. In return for your skills and contributions, we offer highly competitive compensation and benefit packages, significant professional growth, and the opportunity to win and be rewarded.
Please provide your Work Experience and Education or attach a copy of your resume. Applications received without this information may be removed from consideration.