Office Manager

Resource Innovations is seeking an Office Manager to manage the daily office operations of our flagship office in downtown Chicago, IL. As an Office Manager for Resource Innovations, you will be a proactive problem solver with exceptional organizational and communication skills and the ability to work with diverse staff throughout the company. The position requires flexibility, resourcefulness, tact and the ability to work independently with minimal supervision.

Resource Innovations is a women-led organization offering software-enabled clean energy solutions for utilities as well as commercial, industrial, and residential energy customers. Our experts design and implement a suite of leading-edge services to support the rapidly changing industry through the clean energy transition. We leverage diversity across our team to accelerate energy innovation and make clean and sustainable energy more available, accessible, and affordable. Learn more at resource-innovations.com.

Duties and Responsibilities

• Fosters a welcoming, nurturing, and collaborative office culture by greeting visitors and staff, trouble-shooting staff and visitor issues, maintaining and distributing office visitor instructions, and celebrating successes and milestones.
• Maintains general office organization and cleanliness; orders and disposes of furnishings, decor and equipment as required; and coordinates with the landlord and subcontractors regarding final office move-in and staging activities, repairs and maintenance, improvements, expansions, and moves.
• Plans and coordinates meetings and office events, arranging for facilities, equipment and refreshments.
• Monitor an operational office budget and expenditures. Maintains records of, as well as manages the reconciliation of the office’s invoices and credit card purchases. Tracks and submit the details for each purchase, including the charge code, cost, purpose and attendees to Accounts Payable.
• Processes, scans, and distributes incoming corporate mail.
• Maintains travel, visitor, and conference room calendars.
• Functions as the primary point of contact for building security, managing key cards and ensuring building security is notified of all visitors.
• Manages local vendor and shipping accounts; packages and ship as needed.
• Provides executive-level administrative support including expense report preparation, distribution of meeting notes, travel and meeting arrangements, etc.
• Coordinates IT needs with remote IT support staff or vendors and provides local user support with Wi-Fi, printers, and audio-visual equipment.
• Facilitates the welcoming and onboarding activities for new hires in the Illinois region, supporting the onboarding process and HR and IT teams’ engagement of staff, including orientation training, return of new hire paperwork, and ordering and setting up the required equipment and supplies for assigned workstations in the Chicago office.
• Under the direction of RI’s Safety Manager, acts as local Safety Coordinator to inspect, report incidents and maintain a safe and secure work environment. Updates and facilitates the office Emergency Action Plan and Business Continuity Plan.
• Acts as local Equipment Coordinator: Order, organizes, inventories and manages the check-in and check-out of relevant equipment. Ships out equipment for regular calibration, maintenance or testing, as needed.

• Provides project support as requested, including assisting with internal team, client and/or partner meetings, inventorying or maintenance of materials, and other miscellaneous tasks.
• Supports the development, editing, and formatting of reports, presentations, and correspondence as requested.
• Other duties as assigned.

Requirements

• A minimum 5+ years of experience in administrative support or office management role
• An Associate's degree or bachelors degree is preferred
• Proficient with Microsoft 365 Office Suite, Expense management software or related software, including ability to learn new programs/applications as needed
• Previous experience planning and organizing meetings and events

Required Skills

• Excellent organizationa