Ozinga Bros, Inc.
Senior Receptionist - Office Support
Ozinga Bros, Inc., Chicago, Illinois, United States, 60290
Overview
Salary: $44,000-$55,000 Annually
Summary The Senior Receptionist – Office Support delivers comprehensive daily support to office operations and leadership by acting as the primary point of contact for visitors and incoming calls while providing advanced administrative and office management assistance. Key responsibilities include greeting guests, coordinating conference room use, managing communications, and supporting leadership through calendar management, meeting coordination, expense reporting, and overall office operations. The role also encompasses preparing presentations and correspondence, responding to information requests, ordering supplies, and maintaining an efficient, well-organized workplace.
Principal Duties and Responsibilities Office Administration
Oversee reception desk operations by delivering a high standard of customer service, including answering and routing incoming calls, welcoming and directing visitors to the appropriate departments
Assist with communication with our professional cleaning service: supplies, additional needs, concerns
Maintain positive, professional relationships with vendors in alignment with the company’s vision and brand while serving as a primary point of contact for vendors and meeting participants to ensure smooth and effective coordination
Ensure common areas such as the kitchen/coffee stations, reception area, and conference rooms are kept clean, organized, and well-stocked by ordering, maintaining, and monitoring inventory of office and break room supplies
Perform regular mail runs, including receiving, sorting, distributing, and sending outgoing mail and packages
Coordinate and schedule meetings, including securing meeting space, sending invitations, preparing agendas and materials
Plan, coordinate, and support regional events
Provide general office support and assist colleagues with administrative needs
Administrative Responsibilities
Communicate in a highly effective and professional manner
Process and track bills, invoices, and expense reports to ensure timely and accurate payment
Manage calendars for leadership and regional teams, ensuring accurate scheduling and prioritization of commitments
Make business travel arrangements
Create presentations and other materials as required
Global Responsibilities
Regular attendance and physical presence at work is an essential function of this position
This job may require additional duties not listed above; the employee may be asked to perform those duties to meet business needs
Qualifications Education/Specialized Knowledge/Professional Certifications
High School Diploma or equivalent required
Bilingual in English and Spanish preferred
General knowledge of office safety procedures preferred
Experience
5 years of relevant experience preferred
Skills/Abilities
Proficient in Microsoft Office Suite
Excellent interpersonal and customer service skills
Strong communication skills, both written and verbal; able to communicate effectively throughout various levels of the company
Thrives in a team environment and enjoys working with others
Ability to handle multiple projects simultaneously
Highly organized with a keen eye for detail
Working Conditions
Operates within a professional office environment
Routinely uses standard office equipment such as computers, phones, photocopiers, and filing cabinets
Typical day is an 8-hour daytime shift
Work occasional weekend or evening when events are necessary
Physical Requirements
Regularly required to talk or hear; frequently is required to stand; walk; use hands to finger, handle or feel; and reach with hands and arms
Occasionally required to sit; climb or balance; and stoop, kneel, crouch or crawl
Must frequently lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds
Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus
Benefits Information At Ozinga, we care about the well-being of our team members both in and out of the workplace. That’s why we’re proud to offer a comprehensive benefits package designed to support your health, financial security, and overall quality of life.
Our benefits include:
Medical, Dental, and Vision Insurance – Protecting your health and providing peace of mind.
Retirement Plan Options – Helping you build a secure future.
Voluntary Benefits – Helping you to cover unexpected expenses.
Work-Life Balance – Supporting flexibility so you can thrive in every area of your life.
Employee Assistance Program – Offering confidential support for personal and professional challenges.
Wellness Program – Promoting a healthy lifestyle through resources and incentives.
We believe that when our co-workers feel their best, they can do their best. Join us and experience the difference of working for a company that values you!
Ozinga is an Equal Opportunity Employer. We consider applications for all positions without regard to race, color, religion, creed, gender, veteran status, national origin, age, disability, sexual orientation, citizenship status, genetic information, or any other legally protected status.
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Summary The Senior Receptionist – Office Support delivers comprehensive daily support to office operations and leadership by acting as the primary point of contact for visitors and incoming calls while providing advanced administrative and office management assistance. Key responsibilities include greeting guests, coordinating conference room use, managing communications, and supporting leadership through calendar management, meeting coordination, expense reporting, and overall office operations. The role also encompasses preparing presentations and correspondence, responding to information requests, ordering supplies, and maintaining an efficient, well-organized workplace.
Principal Duties and Responsibilities Office Administration
Oversee reception desk operations by delivering a high standard of customer service, including answering and routing incoming calls, welcoming and directing visitors to the appropriate departments
Assist with communication with our professional cleaning service: supplies, additional needs, concerns
Maintain positive, professional relationships with vendors in alignment with the company’s vision and brand while serving as a primary point of contact for vendors and meeting participants to ensure smooth and effective coordination
Ensure common areas such as the kitchen/coffee stations, reception area, and conference rooms are kept clean, organized, and well-stocked by ordering, maintaining, and monitoring inventory of office and break room supplies
Perform regular mail runs, including receiving, sorting, distributing, and sending outgoing mail and packages
Coordinate and schedule meetings, including securing meeting space, sending invitations, preparing agendas and materials
Plan, coordinate, and support regional events
Provide general office support and assist colleagues with administrative needs
Administrative Responsibilities
Communicate in a highly effective and professional manner
Process and track bills, invoices, and expense reports to ensure timely and accurate payment
Manage calendars for leadership and regional teams, ensuring accurate scheduling and prioritization of commitments
Make business travel arrangements
Create presentations and other materials as required
Global Responsibilities
Regular attendance and physical presence at work is an essential function of this position
This job may require additional duties not listed above; the employee may be asked to perform those duties to meet business needs
Qualifications Education/Specialized Knowledge/Professional Certifications
High School Diploma or equivalent required
Bilingual in English and Spanish preferred
General knowledge of office safety procedures preferred
Experience
5 years of relevant experience preferred
Skills/Abilities
Proficient in Microsoft Office Suite
Excellent interpersonal and customer service skills
Strong communication skills, both written and verbal; able to communicate effectively throughout various levels of the company
Thrives in a team environment and enjoys working with others
Ability to handle multiple projects simultaneously
Highly organized with a keen eye for detail
Working Conditions
Operates within a professional office environment
Routinely uses standard office equipment such as computers, phones, photocopiers, and filing cabinets
Typical day is an 8-hour daytime shift
Work occasional weekend or evening when events are necessary
Physical Requirements
Regularly required to talk or hear; frequently is required to stand; walk; use hands to finger, handle or feel; and reach with hands and arms
Occasionally required to sit; climb or balance; and stoop, kneel, crouch or crawl
Must frequently lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds
Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus
Benefits Information At Ozinga, we care about the well-being of our team members both in and out of the workplace. That’s why we’re proud to offer a comprehensive benefits package designed to support your health, financial security, and overall quality of life.
Our benefits include:
Medical, Dental, and Vision Insurance – Protecting your health and providing peace of mind.
Retirement Plan Options – Helping you build a secure future.
Voluntary Benefits – Helping you to cover unexpected expenses.
Work-Life Balance – Supporting flexibility so you can thrive in every area of your life.
Employee Assistance Program – Offering confidential support for personal and professional challenges.
Wellness Program – Promoting a healthy lifestyle through resources and incentives.
We believe that when our co-workers feel their best, they can do their best. Join us and experience the difference of working for a company that values you!
Ozinga is an Equal Opportunity Employer. We consider applications for all positions without regard to race, color, religion, creed, gender, veteran status, national origin, age, disability, sexual orientation, citizenship status, genetic information, or any other legally protected status.
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