Office Manager Job Listing at Vi in Chicago, IL (Job ID 13117)

Description

Overview

Vi is recognized as a Great Place to Work and one of Glassdoor's 100 Best Companies to work for. Learn from the best and accelerate your career with Vi.

What We Offer:

• Competitive pay includes base salary plus bonus potential
• Exceptional benefits
• Generous Paid Time Off - start accruing on day one
• 401k with company match
• Paid maternity and paternity benefits
• Award-winning training and development
• Tuition Reimbursement
• Luxury work environment
• Meaningful and rewarding work

Our office is located at 233 S. Wacker Drive, Suite 8400 Chicago, IL 60606. This is an onsite position based in the Chicago office, Monday through Friday, from 8:30 a.m. to 5:00 p.m.

A summary of our employee Benefits may be found by clicking here.

Are you someone who loves creating an organized, welcoming workplace where people feel supported and things simply get done? We're looking for an Office Manager to be at the heart of our Chicago Office. Someone who brings energy, organization, initiative, and a strong service mindset to everything they do. In this highly visible role, you'll oversee the day-to-day office experience, lead Office Services, partner across teams, coordinate workplace operations and employee events, and help create an environment where employees and visitors feel welcomed from the moment, they walk through the door. If you enjoy wearing multiple hats, solving problems, improving processes, and making a meaningful impact on the employee experience, this could be a great opportunity for you.

Office Operations:

• Oversees Chicago Support Office reception, visitor access, and front-desk operations to ensure a professional and welcoming environment, serving as the primary point of contact for employees, visitors, candidates, and vendors.
• Coordinates new-hire workspace setup, including building access, office supplies, equipment, technology, and office safety tours.
• Coordinates office moves and workspace changes for existing employees, including furniture, equipment, technology, and related logistics.
• Ensures conference rooms, reception areas, kitchens, break rooms, supply areas, and the Mail Room are organized, clean, maintained, stocked, and operational.
• Maintains records and trackers related to vendors, invoices, access cards, office equipment, service requests, and offsite corporate file storage.
• Tracks and analyzes Office Services operational costs, monitors spending against established budgets, identifies variances and trends, and supports budget planning and cost-management efforts.
• Develops, implements, and maintains Office Services policies, procedures, and processes; identifies opportunities to improve operational efficiency, service delivery, and the employee experience.
• Reviews, codes, and processes invoices accurately and promptly for payment.
• Manages weekly breakfast and lunch orders within established budgets, including set up and break down.
• Provides administrative and project support to the AVP of HR and Employee Relations.

Office Services Team Management

• Oversees daily mailroom operations, including the timely processing, sorting, distribution,
  and shipment of incoming and outgoing mail and packages.
• Supervises the Office Services Coordinator, assigns responsibilities, and ensures
  appropriate daily coverage.
• Provides onboarding, training, coaching, and performance feedback and addresses
  workflow or service concerns.
• Provides hands-on Mail Room and reception support as needed.

Building and Vendor Management

• Serves as the primary liaison with building management, vendors, service providers, and
  contractors for workplace services, including coordinating service requests, appointments,
  onsite access, deliveries, repairs, and related updates.
• Monitors vendor performance and escalates unresolved service or operational concerns.
• Communicates relevant building policies, events, maintenance, and service updates to
  Chicago Support Office employees.
• Coordinates and delivers Chicago Support Office safety and security training.
• Maintains the Chicago Support Office emergency plan, including current floor plans, exit
  routes, and coordination of emergency response teams, and serves as the primary contact
  for security-related matters.

Employee Events and Recognition

• Partners with the AVP of HR and Employee Relations to coordinate employee events,
  meetings, celebrations, and Chicago Support Office activities.
• Coordinates event timelines, budgets, RSVPs, vendors, communications, setup, and onsite
  support.

Key Competencies:

• Ability to provide excellent customer service.
  Is self-motivated, has the ability to initiate action and bring closure to responsibilities or
  tasks and takes pride in finished products.
• Ability to organize ideas or concepts into outlines, documents and action plans.
• Pays attention to detail with strong organizational, problem solving, communication and
  quantitative skills. Can effectively and professionally interact with and influence contacts,
  customers and personnel at all levels of the organization.
• Communicates effectively with diverse groups of people (individuals at Corporate Office,
• Communities, vendors and external resources of all types).
• Ability to multitask and is flexible when change of direction is critical.
• Proficiency in Microsoft Office suite.

Education and Experience:

• Education: High School degree of GED required. College degree preferred.
• Work Experience: Minimum 5 years administrative office support experience required;
minimum three years supervisory experience preferred.