Advantage Sales & Marketing LLC dba Advantage Solutions

  • Office Administrator

    Job Locations US-IL-Chicago
    Primary Posting Location : City
    Chicago
    Primary Posting Location : State/Province
    IL
    Postal Code
    60601
    Primary Posting Location : Country
    US
    Requisition ID
    2018-152805
    Position Type
    Full Time
    Category
    Marketing (Corporate): Integrated Marketing, Experiential Marketing
  • Marketing

    Office Administrator

     

    The Office Administrator will be responsible for supporting the General Manager and her team.  They’ll work closely with associates at all levels, senior office management, and with outside clients and vendors.  In addition, he/she will partner with clients, management, office personnel, and accounting to ensure day-to-day office needs are met and running smoothly.  They’ll be the main internal and external point of contact for the office and will sit at the front desk

     

    Advantage Sales & Marketing, LLC is proud to be an Equal Opportunity Employer

     

    Responsibilities

    Advantage Sales and Marketing, LLC (ASM) is one of North America’s leading sales and marketing agencies specializing in outsourced sales, merchandising, category management and marketing services to manufacturers, suppliers and producers of food products and consumer packaged goods. ASM services a variety of trade channels including grocery, mass merchandise, specialty, convenience, drug, dollar, club, hardware, consumer electronics and home centers. We bridge the gap between manufacturers and retailers, providing consumers access to the best products available in the marketplace today.

     

    Position Summary

     

    The Office Administrator will be responsible for supporting the General Manager and her team.  They’ll work closely with associates at all levels, senior office management, and with outside clients and vendors.  In addition, he/she will partner with clients, management, office personnel, and accounting to ensure day-to-day office needs are met and running smoothly.  They’ll be the main internal and external point of contact for the office and will sit at the front desk.

     

    Essential Job Duties and Responsibilities

     

    General Office Duties

    • Covers front desk and main line
    • Maintains a friendly and professional environment by greeting and assisting visiting colleagues, vendors, clients and candidates.
    • Liaison between building management and IN/ASM.
    • Own stocking kitchen with everyday supplies.
    • Printers and the esthetics are maintained and in working order.
    • Own communication to the building management.
    • Manage the Boardroom conference room scheduling.
    • General housekeeping to insure office is presentable at all times.
    • Own all facilities requests/and housekeeping.  (Requires communication to building management.)

    Executive Support to General Manager  

    • Own all travel, flight, hotel and transportation for executive
    • Help supporting his/her calendar
    • Manage receipts for his/her Concur reports
    • Manage receipts for the ES Office Concur reports
    • Providing lunch and lunch for his/her leadership meetings or when traveling.
    • Arranging meetings while remote.
    • Managing division monthly town halls.
    • Manage client communications on behalf of executive
    • Supporting the General Manager of an agency does require constant communication in setting up calls with his or hers direct reports and clients.
    • Available to President/GM on an as needed basis.

    General Accounting  

    • Invoices charged to the office are mailed to the OA’s attention.
    • Check all invoices before approving and sending to accounting for payment.

    Meeting Arrangements

    • Organizes group meetings (beginning to end) by participating in scheduling the conference room, handling the outgoing calendar invite, with the detail logistics attached and arranging refreshments to breakfast, lunch and dinner reservations.

    Purchasing

    • Own office services by reviewing and approving supplies and office improvements or maintenance.
    • Purchasing of office activities (i.e., softball sponsorship, bowling league, etc.), catering, supplies for office meetings, town halls, client lunches, and any other events

    Additional Expectations

    • Travel for high level potential candidates
    • Booking hotel and car rentals for non-employees.
    • Participate in Weekly IN Admin calls with Admin team.
    • Able to work as a team with Admin team. 
    • Provide additional assistance to other admins (Irvine, El Segundo, Norwalk) as a back-up, for meetings onsite, etc.
    • On-site coordinator of the annual BYKTD (Bring Your Kids to Work Day) event that happens in April.
    • Other special projects assigned by GM.

    Supervisory Responsibilities

     

    Direct Reports

    This position does not have supervisory responsibilities for direct reports

     

    Indirect Reports

    Does not have direct reports, but may delegate work of others and provide guidance, direction and mentoring to indirect reports

     

    Travel and/or Driving Requirements

     

    Travel is not an essential duty and function of this job. Driving is an essential duty or function of this job. 

     

    Minimum Qualifications

     

    Education Level:

     

    (Required)High School Diploma or GED  or equivalent experience

     

    (Preferred) Bachelor's Degree  or equivalent experience               

     

    Field of Study/Area of Experience:  Business Administration

     

    1-3 years of experience in Office administration

     

    Skills, Knowledge and Abilities

    • Previous office/department management experience is a PLUS!
    • Professional self-starter, independent thinker, who is well organized, detail oriented and able to multi-task at a fast pace.
    • Strong prioritization skills and able to manage deadlines with ease.
    • Excellent written and verbal communication skills.
    • Expert in Microsoft Office Suite (Word, Excel, Power Point, Outlook)
    • Ability to research via the internet, phone, and/or networking desired.
    • Flexible and adaptable to alter pace/mood according to changes in the business environment.
    • Excellent customer service orientation
    • Good interpersonal skills
    • Skill in supervising to include delegating responsibility, training and evaluating performance
    • Conflict management skills
    • Decision making skills
    • Analytical and research Skills
    • Team building Skills
    • Knowledge of generally accepted accounting practices, procedures and standards policy and procedure development techniques
    • Ability to exercise sound judgment
    • Ability to gather data, to compile information, and prepare reports
    • Ability to ensure a high level of service and quality is maintained
    • Ability to research and analyze data effectively         
    • Flexible and adaptable, able to change and alter according to changes in projects or business environment
    • Ability to work independently and prioritize duties with minimal supervision, in order to meet deadlines
    • Ability to complete multiple duties with accuracy shifting from one to another with frequent interruptions and competing deadlines

    Office / Non-Sedentary Requirements

     

    Incumbent must be able to perform the essential functions of the job. Work may be performed in an office or warehouse environment. Typically requires the ability to spend 66%+ hours each work day doing the following activities: stand for extended periods of time, walk, bend, stoop, or climb.  May have possible exposure to dust, and may require the ability to lift and/or push up to 50 pounds 33% - 66% of the time. A detailed Environmental and Physical Requirements document is available in the Total Rewards department. 

     

    Any estimate, schedule, or guideline provided to associates in this job description or elsewhere in connection with their jobs is only intended to help describe job duties and for planning purposes. Regardless of any such estimate, schedule, or guideline, associates must always record all time worked for our company (which includes but is not limited to on-site work time in an assigned store, office, or other work location; required waiting time; administrative time; and work-related travel time).

     

    Important Information

    The above statements are intended to describe the general nature and level of work being performed by people assigned to this position. They are not intended to be an exhaustive list of all responsibilities, duties and skills required of associates so classified.

     

    Are you passionate about Service Excellence, Results, Integrity, Entrepreneurial Focus and Leadership: These are our values at Advantage Sales & Marketing LLC. Come learn why “Winning Together” is more than just words on a piece of paper. It is the vision by which we live our mission as an organization: "To create outstanding value for clients and customers through superior sales execution, operational excellence and innovative marketing services."

     

    Advantage Sales & Marketing LLC is committed to providing equal opportunity in all employment practices without regard to age, race, color, national origin, sex, sexual orientation, religion, physical or mental disability, or any other category protected by law. As part of this commitment, ASM shall provide reasonable accommodations of known disabilities to enable an applicant or employee to apply for employment, perform the essential functions of the job, or enjoy the benefits and privileges of employment as required by the law.

     

    Advantage Solutions will consider for employment qualified applicants with criminal histories in a manner consistent with the requirements of the Los Angeles Fair Chance Initiative for Hiring (Ban the Box) Ordinance.  All of our positions require the satisfactory completion of a background check. Please be aware that acknowledging or having criminal convictions does not constitute an automatic bar to employment.  Factors including, but not limited to age and time of the offense, seriousness and nature of the violation, and rehabilitation will be taken into account.

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