Office & Administrative Coordinator

This job is posted on behalf of CPG Talent Management LLC by Top Echelon.

Office Administrative Coordinator
Location: Elk Grove Village, IL (onsite 5 days pers week)

Position Summary
The Office Administrative Coordinator is responsible for ensuring the smooth day-to-day operation of the office while providing administrative support to the leadership team. This role combines office management, facilities coordination, meeting and event support to create an efficient, organized, and professional workplace environment.

The ideal candidate is highly organized, proactive, service-oriented, and comfortable balancing multiple priorities while supporting employees, visitors, and senior leadership.
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Key Responsibilities
Office Management Facilities Support
Oversee daily office operations, including ordering and maintaining office supplies, managing inventory, stocking conference rooms and common areas, coordinating office vendors, and ensuring a clean, organized, and professional work environment. Monitor office and kitchen supplies, maintain inventory levels, and support facilities-related needs as they arise.

Executive Administrative Support
Provide administrative support to executive leadership, including calendar management, meeting coordination, travel arrangements, expense reporting, document preparation and general correspondence. Manage competing priorities and ensure executives are well-prepared for meetings and related business activities.

Meeting Event Coordination
Coordinate internal and external meetings, including scheduling, room reservations, agenda preparation, presentation materials, catering, and logistics. Arrange lunches, customer visits, team events, and company-sponsored activities while ensuring a positive experience for attendees.

Travel Visitor Management
Coordinate travel arrangements for candidates, customers, and out-of-town guests, including hotel reservations, transportation, itineraries, and related logistics. Serve as a primary point of contact for visitors and ensure a professional and welcoming experience.

Serve as the primary interview host for external candidates, partnering with the Recruiter to coordinate virtual and onsite interviews, prepare and distribute interview agendas, and provide a welcoming, professional candidate experience throughout the hiring process. Act as the onsite point of contact for candidates during office visits and ensure interviews run smoothly and on schedule.

Administrative Operations Employee Engagement
Prepare reports, meeting materials, and other business documents. Support employee recognition programs, company events, and engagement activities as needed.
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Qualifications
• Associate's or Bachelor's degree preferred, or equivalent experience.
• 5+ years of experience in an Office Manager, Executive Assistant, Administrative Manager, or similar role.
• Strong proficiency in Microsoft Office, including Outlook, PowerPoint, Excel, and Word.
• Experience managing calendars, travel arrangements, expense reporting, and executive support activities.
• Strong organizational and project management skills with exceptional attention to detail and a professional demeanor and ability to handle confidential information with discretion.
• Self-motivated, proactive, and highly service-oriented.
• Ability to travel locally as needed to support office operations, including running business-related errands, coordinating deliveries, etc. Reliable transportation required.