Job Title: Office Administrator / Front Desk

Location: Lisle, IL
Work Type: Onsite | Monday–Friday
Position Type: Full-Time
Office Size: ~40 employees | Commercial Center of Excellence

Facilities & Building Management (Core Facilities Scope)

• Serve as the primary on-site facilities owner for the Commercial Center of Excellence.
• Act as the day-to-day liaison with the landlord/property management team.
• Coordinate and oversee building services including HVAC, Electrical, Lighting, Plumbing, janitorial services, waste/recycling, etc.
• Submit, track, and follow up on maintenance requests and work orders.
• Receive, check in, and distribute incoming deliveries; notify recipients accordingly
• Manage after-hours or emergency facility issues (power, access, alarms, leaks, etc.).
• Support space planning needs including office move, desk assignments, and seating changes
• Ensure compliance with building policies, safety standards, and lease requirements

Access Control, Security & Badging

• Serve as the owner of the office badging and access control system.
• Coordinate badge issuance, activation, deactivation, and replacement.
• Manage local employee and visitor access protocols, access, registration
• Be the key contact with building security and incidence response for:
• Ensure compliance with company security policies and building access standards.
• Support onboarding/offboarding processes related to physical access.
• Conduct periodic audits of access permissions.

Office Operations & Workplace Experience

• Ensure the office is consistently clean, functional, and professional.
• Maintain local digital display of Highline Warren info with local updates to add to company
• Manage supplies for the office and local team members
• Oversee office equipment readiness (printers, screens, phones, AV basics).
• Coordinate with IT for equipment installs, conference room technology issues, new hire set up

Conference Rooms & Shared Spaces

• Ensure all conference rooms are clean, stocked and technologically ready
• Manage conference room readiness, including displays, cables, whiteboards & supplies
• Coordinate room setups for different meeting formats.
• Partner with IT or vendors for AV troubleshooting as needed.
• Maintain usage standards for shared spaces.

Meeting Coordination

• Plan and execute on-site and off-site meetings and events
• Manage all logistical elements including product samples, space and venue coordination, catering, room setup and breakdown, technology readiness and signage/materials
• Coordinate run-of-show logistics to ensure professional execution.
• Partner with leaders on scheduling, attendee coordination, pre-meeting communications
• Serve as on-site point of contact during events.

Safety, Compliance & Risk Management

• Support workplace safety initiatives and required HR documentation is locally adhered to.
• Follow all company policies, safety procedures, and standard practices
• Maintain awareness of emergency procedures and evacuation plans and service as local coordinator for fire drills and safety communications
• Ensure office readiness for inspections or compliance requirements.
• Maintain documentation related to facilities, access, and safety.

Office Supplies & Support

• Manage office-related vendors; janitorial, maintenance providers, office supply vendors
• Obtain quotes, compare services, and coordinate vendor access.
• Schedule and supervise vendor work performed on-site.
• Maintain vendor contact lists and service agreements.
• Ensure vendors comply with building and company policies.

Documentation, SOPs & Process Discipline

• Develop, document, and maintain standard operating procedures (SOPs) for office operations, visitor management, badging/access, event execution
• Maintain operational documentation and reference materials.
• Continuously improve processes as the office scales.