Office Administrator

Donnelley Financial Solutions (DFIN) is a leader in risk and compliance solutions, providing insightful technology, industry expertise and data insights to clients across the globe. We're here to help you make smarter decisions with insightful technology, industry expertise and data insights at every stage of your business and investment lifecycles. As markets fluctuate, regulations evolve and technology advances, we're there. And through it all, we deliver confidence with the right solutions in moments that matter.
SHORT DESCRIPTION
Office Administrator/Receptionist will assist in general office/ facilities management tasks (receiving clients and visiting executives/ employees, scheduling conference rooms, emergency preparedness, ordering and stocking office supplies, and hospitality items).
In addition, the Office Administrator will assist with new and existing vendor maintenance, creation of purchase orders, negotiation, and maintenance of vendor NDAs, and organizing vendor contract database.
RESPONSIBILITIES
Manage all hospitality needs for the Chicago headquarters office which can include but not limited to:
o Receiving clients, visiting employees/ executives and or vendors into the premises;
o Booking conference rooms, coordinating food and beverage for both client in houses and executive meetings;
o Maintaining client pantry/ stock fridges and office supplies• Assist with specific groups on any special events to include catering (freight reservation), set up, clean up, signage, holiday decorating, etc.• Support Executive Admins in completing requested office tasks.• Coordinating workspace reservations and work to resolve any issues.• Ensures office pantries and pantry supplies are maintained appropriately• Mail / Messenger Requests
o Sort incoming mail for distribution and dispatch outgoing mail
o Log and track all incoming priority packages and deliver to recipients with signature time and date
o Process certified/return receipt packages and deliver to post office
o Coordinate and log all incoming / outgoing messenger requests• Assist with Facility Work Order requests related to the Chicago office that require onsite presence. (e.g., preventative maintenance requests, empty of shredding bins, security access issues)• Ensure the offices are always clean and presentable.
o If required, coordinate standard cleaning schedule with local property management companies and/or contracted cleaning company• Assists with new vendor setup and existing vendor maintenance in DFIN purchasing database and accounts payable system (SAP) • Assists with the creation of purchase orders.• Oversight / organization of DFIN contract management database. • Perform other duties as assigned.
QUALIFICATIONS
• Highly organized with a strong attention to detail.• Ability to multi-task and prioritize workload in order of importance.• Strong verbal, interpersonal and communication abilities.• Self-reliant and works without supervision• Able to make real time decisions - for basic tasks• Must be hands on and have a "take charge mentality"• Able to work quickly with thoroughness and efficiency.• Able to interact positively across departments and work groups• Able to interact positively with executive levels of management • Ability to follow set processes, pay attention to detail, creatively problem-solve, and take initiative• Ownership in daily tasks and accountability to excellence• Must be able to lift up to 50 pounds
It is the policy of Donnelley Financial Solutions to select, place and manage all its employees without discrimination based on race, color, national origin, gender, age, religion, actual or perceived disability, veteran's status, actual or perceived sexual orientation, genetic information or any other protected status.
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Nearest Major Market: Chicago
Job Segment: Database, ERP, SAP, Technology