Office Manager - Gaylord Pacific

Position Overview

The Office Manager serves as the first point of contact for Encore at the company headquarters in Schiller Park, Illinois. This position will provide administrative support and general office management by efficiently executing office procedures and processes to meet business objectives. The Office Manager supplies information, maintains files, schedules appointments, produces correspondence, relieves the leadership team of minor administrative and business details and is responsible for answering all phone calls and inquiries at the front desk. This position will be multi-tasking, working with executives, and being flexible to unforeseen priorities. The Office Manager will report to the Senior Manager of Corporate HR.

Key Job Responsibilities

Front Desk Reception

• Answers all phone calls that come in through the reception desk and responds to questions or transfer calls appropriately.
• Greets all team members and guests at the front desk with a hospitality-first mindset. Makes sure each team member or guest is taken care of and directed appropriately.
• Assists with booking room blocks for executives staying locally. Maintains contact information with local hotels and vendors.
• Assists with booking conference rooms in the building and coordinating catering orders for onsite meetings and building-wide events.
• Builds relationships with external vendors for any catering and meeting needs.
• Works with onsite technical staff to ensure meeting rooms are set up appropriately.
• Maintains various conference room calendars.
• Serves as point person for sending out office-wide email correspondence.
• Owns the security key card creation system (activation and deactivation).

Office Management

• Ensures building is appropriately stocked with all needed supplies including: office supplies, food/snacks, utensils, all vending services, etc.
• Acts as liasion for cleaning staff (i.e. notify cleaning staff if there are any building needs, etc).
• Acts as point person for communicating building maintenace and issues to building engineering staff.
• Partners with safety committee and assists with minor safety matters (i.e. keeping First Aid Kit stocked, coordinating building fire marshalls, etc).
• Responsible for general office layout management (i.e. ensures office nametags and building maps are updated).
• Ensures lobby space and front desk area remains clean and professional at all times.
• Creates processes to enhance office efficiencies as needed.

Administrative Support

• Pulls and formats reports as needed for various departments.
• Submits Purchase Orders on behalf of various departments.
• Responsible for inbound mail sorting and pickup/delivery management on behalf of the corporate office.
• Keeps mailboxes up to date in the Mailroom.
• Provides supports to Human Resources as needed during new employee onboarding (ID photos, building tours, nametags, etc.).
• Responds to ad hoc requests as needed.

Job Qualifications

• High School Diploma; college degree preferred
• 5+ years of administrative experience supporting multiple senior executives in a corporate environment.
• Prior C-suite experience preferred.
• Meeting planning experience a plus
• Hospitality-first mindset
• Advanced proficiency in Microsoft Office suite
• Strong organizational and interpersonal skills
• Professional, proactive demeanor
• Excellent written and verbal communication skills
• Detail oriented
• Ability to work with highly confidential and sensitive matters requiring discretion.

Competencies

Deliver World Class Service

• Hospitality
• Ownership

Do The Right Thing

• Demonstrates Self-Awareness

Drive Results

• Ensures Accountability

See The Big Picture

• Decision Quality
• Manages Complexity

Value People

• Collaborates

For more information on our Competency Group, refer to the Competency Based Talent Management page on Encore Connect by searching for the title or copy & pasting this URL Link (https://psav.sharepoint.com/sites/HR/SitePages/Competency-Supported-Talent-Management.aspx).

Work Environment

Office

Work is performed primarily in an office environment. Working times may include irregular hours and on-call status including days, evenings, weekends and holidays. Team members must adhere to appearance guidelines as defined by Encore based in an office environment and when traveling, on an individual venue or a representation of venues in that city or area.

The above information on this description is not necessarily an exhaustive list of all responsibilities, duties, skills, efforts, requirements or working conditions associated with the job. While this is intended to be an accurate reflection of the current job, management reserves the right to revise the job or to require that other or different tasks be performed as assigned.