Office Administrator

City Wide Facility Solutions is actively seeking an Office Administrator for our location in Schaumburg, IL.

City Wide Facility Solutions is the nation’s leading management company in the building maintenance industry. We provide a wide range of solutions to issues that clients face in their facilities.

The Office Manager represents City Wide when interacting with clients, customers, and independent contractors. The objective of this position is to execute operations, administrative, and accounting functions.

Objectives of this Role

• Optimize business operations.
• Light accounting and financial management.
• Overseeing office supplies, equipment, and processes.
• Manage external vendors and resources.
• Nurturing relationships and ensuring best practices are upheld.
• Perform a variety of clerical duties as the face of the office, responding to calls, email requests, and questions.

Essential Functions

• Accounting / financial administration, including the tracking of accounts receivable, collections, accounts payable, cash receipts, bank deposits, and invoicing.
• Operations administration, including document creation, supply inventory, insurance compliance, contract auditing, and maintaining records in customer management database systems.
• Perform general office duties, including ordering supplies and maintaining office layouts.
• Processing commission reports and expense reports.
• Answer phone calls and direct calls to appropriate parties or take messages.
• Prepare responses to correspondence containing routine inquiries.
• Open, sort, and distribute incoming correspondence, including faxes and email.
• Assist Executive Management to support company initiatives, goals, and objectives.

Requirements

• Attention to detail and high level of accuracy in document preparation and data entry.
• Clear written and verbal communication.
• Demonstration of effective organizational skills, including time management, prioritization, follow through and delegation.
• Proficient in computer software (Microsoft Word, Excel, and Outlook).
• Awareness of accounting best practices. Familiarization with GAAP is preferred.
• Awareness of CRM usage and management. Proficiency in Microsoft Dynamics 365 is preferred.
• High School Diploma or equivalent. Associate degree is preferred.

Benefits

• Full Time
• Paid Time Off & Holiday Time
• Healthcare
• 401(k)
• Training and Development