Office Manager

At Stout, we’re dedicated to exceeding expectations in all we do – we call it Relentless Excellence ®. Both our client service and culture are second to none, stemming from our firmwide embrace of our core values: Positive and Team-Oriented, Accountable, Committed, Relationship-Focused, Super-Responsive, and being Great communicators. Sound like a place you can grow and succeed? Read on to learn more about an exciting opportunity to join our team.

Description: 

Manage the general day-to-day flow of office operations.  Responsible for the organization, maintenance, and cleanliness of the entire office space.  Oversee local administrative team, and assist operations group with special projects (office move, event planning, employee training/on-boarding, philanthropic activities, manage building requests, and other administrative/planning requests as needed.)  Ability to come in as early as 7:30 a.m. or stay as late as 6:00 p.m. when necessary.

Principal Responsibilities:

• Supervise the receptionist and reception area

• Oversee and provide guidance and direction to local admin staff

• Work closely with the facilities team and assist with office renovations, build-outs, moves, decommissioning, and communication

• Liaison with building management on facilities requests and building communication

• Manage operations credit card and submit weekly expenses

• Work closely with Regional Office Leader on event planning: Lead/Participate in office Colleague Connection Committee (CCC) and organize office events; i.e. holiday parties, summer events, and other gatherings

• Maintain Budget for Office Related Purchases

• Organize quarterly staff meetings; secure meeting room, coordinate setup and teardown

• Handle new employee onboarding process

  • Order business cards, key cards, set up FedEx login, etc.

  • Perform admin handbook training for new hires

• Facilitate employee headshot photos

• Assist Human Resources with various training in Chicago as well as dinners and group events

• Assist with firm and office-wide initiatives

• Supervise records management process (manage records to/from off-site storage)

• Manage local office information on SharePoint

• Assist with HubSpot (data management)

• Maintain Supply Rooms/Kitchens/Snack Stations stocked and organized

  • Keep inventory of office supplies needed, order and put away

  • Keep inventory of kitchen supplies needed, order and put away

  • Keep inventory of Snack Station, order and set out weekly – Maintain snack budget

• Work with vendors on new pricing and opportunities

• Process FedEx requests when needed

  • Keep inventory of FedEx supplies needed, order and put away

• Maintain organization/cleanliness of entire office space

  • Perform weekly walkthroughs to keep the office clean and organized

  • Stock designated printer with paper and act as a backup

• Order RICOH copier toner and keep stocked

• Coordinate messenger delivery as needed

• Arrange First Aid/CPR/AED training

• Keep inventory of tabs/binding supplies needed for report production, order and put away

• Answer door for deliveries and distribute packages

• Manage GBC equipment maintenance requests

• Phone coverage backup for reception as needed

• Complete report production as needed

• Act as backup for other departments and offices

• Assist with other administrative requests including travel arrangements, copy jobs, scan jobs, reports, etc.

Knowledge, Skills & Abilities: 

• Project management experience and skills necessary

• Ability to be flexible and adapt to changing situations 

• Ability to work in a fast-paced environment necessary<