OFFICE MANAGER / HR OPERATIONS & DELIVERY

HUMAN RESOURCES - CHICAGO

Tasks & Responsibilities:

Office management:

  • Manage the front desk and act as Itiviti’s local host for outside visitors (candidates, visiting staff, suppliers)
  • Ensures the smooth running of the office at all times including all maintenance issues.
  • Managing office budgets, ensuring accurate and timely reporting. Ensuring all quotes and costs are approved by direct manager prior to spending.
  • Managing relationships and contracts with vendors, service providers, and landlord in close collaboration with Procurement office.
  • Liaising with the accounting team for invoice approvals, payroll and taxes to guarantee timely payments
  • Implementing new and maintaining existing already efficient procedures / office administrative systems
  • Ensure office supply management and other necessary items are in stock
  • Receive and sort daily mail/deliveries/couriers
  • Ensure that health and safety policies are in place and up to date
  • Organize and coordinate social company events
  • Book travels for local staff based on the internal travel policy guidelines (flights, trains, hotels, visa…) and assist when necessary with bookings for staff visiting Chicago from other Itiviti offices.
  • Manage expense reports for certain Chicago based members

HR Operations & Delivery

  • Assist Regional HR Director  with actioning local initiatives based on the global HR Strategy.
  • Guarantee accurate data record keeping at all times in our HR systems.
  • Managing payroll and benefits for all Chicago based employees and act as the single point of contact for employees and vendors regarding payroll and benefits.
  • Building and contributing to a great work environment for all employees, with a special focus in 2018 on ensuring the integration of offices is achieved in a timely efficient and engaging manner.

Key required skills:

  • +2  years experience in a similar role
  • Excellent presentation, communication and collaboration skills
  • Customer Service orientation
  • Organized and structured with great attention to details
  • Capacity to prioritize and adapt to changing requirements
  • Capacity to remain calm under stress
  • Positive attitude and mindset with problem solving attitude
  • Autonomous while understanding the right level of reporting
  • Highly reliable and resilient, genuine commitment
  • Solid listening skills
  • Team player
  • Advanced English language skills
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