Assistant Office Administrator/Receptionist

Full-time

Chicago, IL

1,001-5,000 employees

Securities, Commodity Contracts, and Other Financial Investments and Related Activities

About the position

The Office Coordinator/Receptionist will provide Front Desk duties such as, but not limited to, registering guests/visiting employees, answering phones, sending out daily & monthly statements and keeping the office clean and organized; along with supporting the Office Manager with administrative & facilities functions. This motivated individual will bring attention to detail, support, and professionalism to execute a world-class in-office experience for StoneX employees, visitors, and vendors.

Responsibilities

• Welcome new hires and visitors by greeting them & showing to their desk or meeting rooms
• Answer main phone
• Manage building access of visitor by registering, monitoring, logging and issuing visitor badges; assist in obtaining permanent building access badges for new employee, renewals and lost badges
• Handle mail, packages and daily & monthly statements in timely fashion
• Monitor the use of supplies and equipment and maintain an adequate inventory of office supplies.
• Maintain conference room schedules, supplies and liaise with colleagues to define requirements for meetings; included but not limited to lunch, beverage, AV needs; ensure conference rooms are kept clean and functional
• Coordinate team and meeting lunch requests - order, setup & cleanup
• Coordinate office-wide events such events / celebrations / company supported charity work
• Schedule and assist in beverage coolers, refrigerators & microwave cleaning and general kitchen cleaning and maintenance.
• Prepare letters, documents, reports, and presentation materials as requested
• Ensure the office as a whole is always safe, tidy and presentable
• Collaborate with IT/HR with on- & off- boarding requests; also with Marketing and CIO
• Complete miscellaneous administrative tasks as directed
• Must have the ability to comfortably lift 25lbs

Requirements

• 10-15yrs min of Administrative or Office Support experience
• Strong proficiency with Microsoft Office package (primarily Excel, Word and PowerPoint), applicant tracking databases (iCIMS preferred)
• Ability to maintain confidentiality and appropriately handle sensitive information with tact and discretion.
• Strong verbal/written communication abilities and effective interpersonal skills.
• Strong sense of urgency
• Strong work ethic and emphasis on attention to details

Nice-to-haves

• Highly motivated
• Proactive
• Attention to detail
• Able to multi-task
• Team player
• Not afraid to ask questions
• Able to communicate and be transparent
• No job too big or too small attitude
• Flexible AND dependable

Benefits

• Full range of medical benefits
• Financial benefits
• Incentive compensation plan eligibility based on business performance and management recommendations