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Assistant Office Services Manager

Job Details

Hiring Organization Lockton Co
Post Name Assistant Office Services Manager
Qualification Associate degree in general business or equivalent education/experience preferred.
Industry Private
Employment Type Full Time
Work Hours 8 Hours
Salary USD 40 To USD 45 Per Hour
Location Chicago, Illinois, United States 60661

 

Supervised and management of reception, hospitality, supplies, print/bind, shipping, records management, vendor contracts, and facility oversight. The Assistant Office Services Manager works hand-in-hand with the team lead to generate and implement overall department procedures, practices, and sequencing of operations to maximize workflow.

As a manager, serves as the Office Services Department (OSD) contact; can provide coverage and instruction on all duties and procedures, and communicates to proactively ensure smooth team operations and effective collaboration.

RESPONSIBILITIES INCLUDE:

Records Management

  • Ensures Series compliance with Lockton Record retention schedule and communicates required information to appropriate Associates.
  • Responsible for off-site record storage management to include cataloging, retention, retrieval, and destruction.

Invoices

  • Monitors & tracks invoices approve for payment and alert the Manager/Director on questionable expenses.

Vendor/Supply Management

  • Negotiates with vendors and suppliers to maintain an optimum level of supplies and service at the best price; ensures compliance with Lockton brand.
  • Oversees hospitality amenities, supply levels, and pricing; includes appliance purchase and repair.
  • Oversees office supply inventory, supply levels, and pricing.
  • Oversees copy and printer resources for the office and partner offices.

Reception

  • Working knowledge of Lockton multi-line phone reception technology and ability to navigate data to properly transfer callers.

Mail Services

  • Establish and maintain multiple mail/ship/courier accounts; oversees appropriate spending; including distribution of incoming mail.

Hospitality Management

  • Coordination and planning of in-office events, including company parties and happy hours.
  • Coordination of A/V, food & beverage, and other items as requested for meetings held within the office.
  • Upkeep, maintenance, and stocking of in-office bar (Jack’s Place).

Facilities Management

  • Liaison with property management for maintenance, security, and other facilities requests as needed.
  • Coordinate workspace moves, construction, repairs, and office space tours.
  • Provides support to partner offices as required; may include overnight travel.
  • Provide project management for property buildouts when applicable.

Emergency Action Plan

  • Project Manager/Tenant Representative for the office Emergency Action Plan.

Office Service Team Management

  • Provide leadership, training, project management, supervision, and problem resolution for the team.
  • Coordinate workflow within the team; ensure sufficient coverage in all areas of service.
  • Hold regular team meetings to ensure consistency, discuss progress, address issues, and identify opportunities.
  • Set and communicate clear team goals, delegate tasks, and set deadlines.
  • Listen to team members’ feedback and Associate concerns; resolve any issues or conflicts.
  • Research and submit department budgeting/strategic planning for each new fiscal year.
  • Manage/approve team expenses, time reports, overtime, and absence management.
  • Responsible for monitoring expenses and new hire/intern/temp budget.
  • Lead recruiting, interviewing, hiring, and termination for office services Associates.
  • Establishes and coordinates training plans for new office services Associates on department processes and procedures; facilitates new Associate training on team practices.
  • Executes, documents, and conducts performance reviews and mid-year check-ins (at a minimum) for direct reports to include: coaching, identifying training needs, rewards, and promotion strategies in concert with Lockton processes.

OTHER RESPONSIBILITIES:

  • Establish relationships and partnerships with peers in other offices throughout the series and Lockton (as necessary).
  • Work with series peers to streamline processes across the series for consistency.
  • Coordinates the purchase and distribution of holiday gifts for clients and greeting card mailings.
  • May attend meetings or social events with Producers and Unit Managers to assist as requested.

REQUIREMENTS:

  • Associate degree in general business or equivalent education/experience preferred.
  • Five to seven years of professional experience performing in a similar role is preferred.
  • Proficiency in the use of Microsoft Office, including Word, Excel, PowerPoint, and Access.
  • Advanced skills with email and calendar systems such as Outlook.
  • Experience with the internet, including knowledge of LinkedIn, Facebook, and other social media platforms for the purposes of professional networking.
  • Ability to organize and prioritize work to meet deadlines.
  • Demonstrates efficiency in streamlining processes and workflow.
  • Strong verbal, written, analytical, and interpersonal skills.
  • Ability to track production volume, turnaround, and quality of work performed.
  • Ability to be a team player, share responsibilities, and promote a team environment among team members.
  • Ability to lift 50 lbs.
  • Ability to communicate professionally with internal clients and external vendors and develop strong working relationships.
  • Excellent negotiation, decision-making, and problem-resolution skills.
  • Appropriately assertive personal presence to interface with clients, associates, and other individuals, in both one-on-one and group situations; represent Lockton in the highest professional manner.
  • The strong value of service to others.
  • Ability to travel by automobile and aircraft and to stay for more than one day and night in commercial lodging facilities.
  • Legal right to work in the United States.

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