Office Administrator/Receptionist, Human Resources

Federal Signal - Downers Grove, IL

Full-time - Entry Level

Downers Grove, IL

Publishing Industries

About the position

The position involves performing office and receptionist tasks to support the corporate office, including receiving and distributing mail, maintaining inventory of supplies, and managing kitchen and common areas. Additionally, the role includes administrative tasks to support the Corporate HR Department, such as data entry, invoice processing, and maintaining HR files. The candidate will also assist with employee onboarding and special events. Other duties may be assigned as needed.

Responsibilities

• Performing office/receptionist tasks to support the corporate office
• Receive and distribute mail/FedEx/UPS on a daily basis
• Maintain inventory of kitchen, office supplies, mail supplies, and toner for all Corporate office departments; place replenishment orders as necessary
• Maintain kitchen and common areas, including coffee equipment, dishwashers, etc.
• Maintains corporate phone lists
• Process work orders for office space issues as required, including procuring equipment for new hires
• Retrieve phone messages left on the Corporate number and forward to appropriate party for further handling
• Greet and escort visitors to meeting rooms and notify corporate team of arrival
• Perform administrative tasks and services to support effective and efficient operations of the Corporate HR Department
• Data entry into key systems e.g., UKG payroll
• Complete and record invoice processing & payment
• Maintain accurate and up-to-date corporate human resource files, records, and documentation with integrity and confidentiality
• Assist/support employee onboarding and separation
• Provide administrative support to the HR department
• Assist with mailing of COBRA initial notices
• Assist with planning and execution of special events such as annual benefits enrollment and preparation of employment packages for new hires/acquisitions
• Perform other duties as assigned

Requirements

• Ability to greet visitors warmly and professionally, represent the Company and interact with others in an ethical and appropriate manner
• Ability to meet deadlines and communicate proactively; comfortable working in a dynamic environment
• Willingness and ability to function as an effective team member through good communication and cooperation to meet departmental goals
• Strong customer service-orientation
• Excellent verbal and written communication skills
• Excellent interpersonal skills with the ability to manage sensitive and confidential situations with tact, professionalism, and diplomacy
• Excellent organizational skills and attention to detail
• Proficient with Microsoft Office Suite or related software
• Intellectually curious, commitment to excellence, and interest in learning new responsibilities once existing responsibilities are mastered
• Touch-it-once, do-it-right approach to work responsibilities

Nice-to-haves

• Experience working in the corporate headquarters of a public company, or equivalent work setting, highly desired

Benefits

• Annual bonus potential
• Insurance (life, medical, dental, vision)
• Paid holidays
• Paid vacation
• 401(k) with matching contributions
• Tuition reimbursement
• Smoke-free, drug-free workplace