Office Operations Manager

Be Part of Our Next Chapter  For over almost 60 years, our solutions have enabled impactful connections between some of the world’s leading brands and their customers. And while we’ve already done a lot of work we’re proud of, we’re just getting started!
We’re a global technology company focused on creating dynamic, smart, personalized and engaging customer experiences powered by our range of digital hardware, our proprietary content management system and our industry leading signage solutions. (For example: If you’ve ordered in-store or in the drive-thru at McDonald’s somewhere in the world in the last few years, chances are you’ve interacted with our digital solutions.) We work in over 50 global markets and have 9 offices around the world, with a global headquarters proudly located in our founding home of Sydney, Australia. Coates Group has the values of a family-owned business and the innovative spirit of a start-up, both which fuel our purpose – Creating Connections. Empowering Partnerships. Always Evolving.  Through hard work, dedication and creativity, we’ve become industry leaders who have won awards and set records while remaining focused on continual growth and evolution. We are a 2x Australia Good Design Award winner and successfully completed the largest hardware deployment in Quick Service Restaurant history.
We are curious, charismatic, authentic and we value and leverage the diversity of our crew. We are imaginers, kindness enthusiasts, experts, creators, thinkers, challengers, collaborators and over-achievers. And together, as a Crew, we are revolutionizing the way the world’s leading brands leverage technology to drive the best customer experiences.
To oversee and coordinate administrative and operational activities within an office environment. They are responsible for ensuring the smooth functioning of day-to-day operations & functions, managing office resources, and providing support to employees. 
*This role is 5 days in the office in the West Loop Chicago area.

Responsibilities:

• Maintain a well organized, clean and well-presented office, including all workspaces, meeting rooms, kitchens,  showroom and all other common areas.
• Oversee the management and ensure smooth running of Front of House including ensuring that phone system and office security is managed effectively.
• Coordinate internal and external meetings, and manage meeting room set up, calendar/diary coordination; includes the close management of  recurring meetings and ensuring meetings are aligned (attendees, catering, etc.), internal communications
• Design and implement office policies and procedures, including establishing standards and documentation.
• Coordinate the presentation content and logistics of the biweekly company stand up (Fire Up Meeting)
• Organise company functions and events and coordinate involvement in events in collaboration with Marketing and People & Culture teams.
• Budget management for office operations and amenities.
• Track and manage expenses for the NAM Senior Leadership Team (excl NAM President, including preparing expense reports and ensuring adherence to the budget.
• Organize and book complex domestic travel itineraries and ensure adherence to company policies.
• Source and manage vendors for office amenities and facility maintenance, including all consumables (kitchens, bathroom, stationery, first aid kit) and office equipment as well as any trades or service people.
• Support the general office and wider business by assisting with administrative support and driving culture, engagement and change throughout the company.
• Manage all aspects of Chicago company events.
• Support the People and Culture Team (HR) with administrative assistance as required, in relation to for example Thrive program, onboarding, offboarding, recruitment, OSHA, documentation and administration.
• As required, support the President of NAM and Global CEO with personal administration tasks – including, but not limited to, running errands, managing bookings, travel, calendar management etc.

Qualifications:

• Minimum 5 years’ experience in an Office Manager/Senior Administration role
• Previous experience in a medium to large organisation, ideally through a period of growth
• Demonstrated involvement in transforming office processes and facilitating changes in office operations.
• Proficiency in Microsoft office suite (Including Outlook, Teams, PowerPoint, Word, Excel)

Capabilities:

• Able to exercise a high level of confidentiality.
• Ability to work autonomously & collaboratively as part of a team environment.
• Maintain a high level of organization and prioritization.
• Able to exercise effective time management.
• Exceptional customer se