Administrative Services Coordinator

Illinois Employer • Schaumburg, IL • 5h ago

This job was posted by https://illinoisjoblink.illinois.gov : For more information, please see: https://illinoisjoblink.illinois.gov/jobs/13548410

The Administrative Services Coordinator is responsible for ensuring the smooth day-to-day operation of the corporate office while providing administrative support for company needs. This role serves as the first point of contact for visitors, supports leadership administrative needs, and manages key processes such as purchase orders, document coordination, and mail distribution.

This position requires onsite work 5 days per week and plays a critical role in maintaining daily office operations, including physical mail and package management, as well as coordination of building-related requests and communications.

Essential Functions:

Serve as the primary point of contact at the front desk, greeting

visitors and directing them appropriately

Support resolution of facility or equipment issues by coordinating

with internal teams or external vendors

Submit and track building work orders and maintenance requests;

communicate status updates to employees and leadership as needed

Answer, screen, and route incoming phone calls not handled by the

automated system

Manage visitor access, employee badges, and the digital visitor

management system

Receive, sort, and distribute mail and packages; coordinate all

incoming and outgoing shipments

Maintain a clean, organized, and professional front office,

mailroom, and kitchen areas

Monitor and maintain office and kitchen supply inventory, including

ordering, stocking, and invoice verification

Coordinate building notifications (e.g., maintenance alerts, service

disruptions, safety notices) and ensure timely employee communications

Support onsite meetings and events

Provide administrative support to the leadership team as needed,

primarily in, but not limited to, the legal department

Assist with calendar coordination and meeting logistics

Perform execute administrative tasks such as document preparation

and scheduling

Prepare reports and business documents

Create and manage the purchase order (PO) process

Track invoices and partner with Finance for payment processing

Regular, predictable, in-person attendance Monday Friday is an

essential function of this position

This list is intended to describe the general nature and level of

work performed. This is not an exhaustive list of all responsibilities required for this role

Perform other duties assigned that support the overall success of

the team, department, or organization. This may include participating in cross-functional initiatives, contributing to process improvements, or assisting with special projects as needed

Key Skills/Competencies:

Reliable, self-motivated, and highly organized with strong attention

to detail

Demonstrated learning agility and willingness to take on new

responsibilities

Strong written and verbal communication skills, with the ability to

interact professionally with employees, leadership, vendors, and visitors

Excellent customer service and interpersonal skills

Ability to multitask and work effectively in an environment with

frequent interruptions

Proven ability to handle confidential information with discretion

and professionalism

Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint)

Ability to learn and operate office equipment such as copiers,

scanners, postage machines, and shipping systems

Physical Requirements and Work Conditions:

This position is performed primarily in a professional office

environment

Prolonged periods of sitting while working at a computer andperforming administrative tasks

Frequent use of hands and fingers for typing, handling paperwork,

and operating standard office equipment

Ability to view computer screens and printed materials for extended

periods with a high level of accuracy

Daily standing, walking, bending, reaching, and moving throughout

the office, mailroom, and kitchen areas

Ability to lift and move packages and supplies weighing up to 25

pounds

Ability to communicate effectively in person, by telephone, and

through electronic communication

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