Office Manager

At Stout, we're dedicated to exceeding expectations in all we do - we call it Relentless Excellence . Both our client service and culture are second to none, stemming from our firmwide embrace of our core values: Positive and Team-Oriented, Accountable, Committed, Relationship-Focused, Super-Responsive, and being Great communicators. Sound like a place you can grow and succeed? Read on to learn more about an exciting opportunity to join our team.

Description:

This individual will manage the general day-to-day flow of office operations. They will be responsible for the organization, maintenance, and cleanliness of the entire office space. Additionally, they will oversee local administrative team, and assist operations group with special projects (office move, event planning, employee training/on-boarding, philanthropic activities, manage building requests, and other administrative/planning requests as needed.) The ability to come in as early as 7:30 a.m. or stay as late as 6:00 p.m. when necessary is required.

Principal Responsibilities:

• Supervise the receptionist and reception area

• Oversee and provide guidance and direction to local admin staff

• Work closely with the facilities team and assist with office renovations, build-outs, moves, decommissioning, and communication

• Liaison with building management on facilities requests and building communication

• Manage operations credit card and submit weekly expenses

• Work closely with Regional Office Leader on event planning: Lead/Participate in office Colleague Connection Committee (CCC) and organize office events; i.e. holiday parties, summer events, and other gatherings

• Maintain Budget for Office Related Purchases

• Organize quarterly staff meetings; secure meeting room, coordinate setup and teardown

• Handle new employee onboarding process

  • Order business cards, key cards, set up FedEx login, etc.

  • Perform admin handbook training for new hires

• Facilitate employee headshot photos

• Assist Human Resources with various training in Chicago as well as dinners and group events

• Assist with firm and office-wide initiatives

• Supervise records management process (manage records to/from off-site storage)

• Manage local office information on SharePoint

• Assist with HubSpot (data management)

• Maintain Supply Rooms/Kitchens/Snack Stations stocked and organized

  • Keep inventory of office supplies needed, order and put away

  • Keep inventory of kitchen supplies needed, order and put away

  • Keep inventory of Snack Station, order and set out weekly - Maintain snack budget

• Work with vendors on new pricing and opportunities

• Process FedEx requests when needed

  • Keep inventory of FedEx supplies needed, order and put away

• Maintain organization/cleanliness of entire office space

  • Perform weekly walkthroughs to keep the office clean and organized

  • Stock designated printer with paper and act as a backup

• Order RICOH copier toner and keep stocked

• Coordinate messenger delivery as needed

• Arrange First Aid/CPR/AED training

• Keep inventory of tabs/binding supplies needed for report production, order and put away

• Answer door for deliveries and distribute packages

• Manage GBC equipment maintenance requests

• Phone coverage backup for reception as needed

• Complete report production as needed

• Act as backup for other departments and offices

• Assist with other administrative requests including travel arrangements, copy jobs, scan jobs, reports, etc.

Knowledge, Skills & Abilities:

• Project management experience and skills necessary

• Ability to be flexible and adapt to changing situations

• Ability to work in a fast-paced environment necessary

• Ability to stay calm and collected under pressure

• Strong organizational skills necessary

• Intermediate proficiency in Microsoft Office Suite (Word, Excel, Outlook)

• Strong grammar and writing skills

• Ability to multi-task

• Work product that reflects a high degree of accuracy

• Detail oriented

• Ability to interact professionally with clients and employees

• Must present a professional appearance

• Reliable

• Positive attitude

• Team player

• Experience with a multi-line phone system

• Ability to lift up to 50 lbs.

Education and/or Training:

• 4-year degree in a related field preferred (business, communication, marketing)

• Minimum 4 years relevant experience necessary (project management/office management)

• Experience working within a professional services firm a plus

• Must be qualified to work in the U.S. without employer sponsorship

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Why Stout?

Our goal is to provide a comprehensive Total Rewards program that includes competitive compensation, benefits & wellness programs that allows employees to choose what's most important to them at any life stage. At Stout, we are committed to the personal and professional development of our employees while fostering a diverse and inclusive environment.

Stout Culture: We honor the fundamental value and dignity of all individuals. We are committed to representing and including the unique experiences, perspectives, and backgrounds of our people, partners, and the communities we serve. Our core values embrace a culture of inclusion and the equitable treatment of all team members, starting with Stout's leadership and spreading across the organization. We strive to recruit, develop, and retain individuals with an array of talents, ideas, and experiences that propel the entrepreneurial spirit and exceptionalism that drive our success. To learn more about our commitment to diversity, equity, and inclusion, click here.

Professional Development: To foster employee development we offer ongoing training and learning opportunities, employee resources groups, mentorship programming, and professional designation reimbursement. We believe in timely and proactive performance excellence, ongoing 360 feedback, clear performance expectations at each level, and quarterly check-ins with your manager ensure you are supported and growing your career.

Stout Benefits : Stout offers a variety of benefits to meet the ever-changing needs of our employees throughout their career at Stout. View our Benefits page to see what this can look like for you.

Flexible Work Schedules: Work-life balance is important to us and we want our employees to have balanced lives, which is why we have a discretionary time off policy for all salaried exempt employees. This gives you the ability to take time off as appropriate.

The specific statements shown in each section of this description are not intended to be all-inclusive. They represent typical elements and criteria necessary to successfully perform the job.

Stout is an Equal Employment Opportunity / Affirmative Action employer.All qualified applicants will receive consideration for employment on the basis of valid job requirements, qualifications and merit without regard to race, color, creed, religion, sex (including pregnancy), sexual orientation, gender identity, national origin, physical or mental disability, age, protected genetic information, protected veteran status or any other characteristic protected by applicable local, state or federal law.Stout values a diverse workforce and strongly encourages women, people of color, members of the LGBTQ+ communities, veterans, people with disabilities and members of other underrepresented communities to apply.

Interested in joining a rapidly growing group of bright, ambitious professionals in a work environment that values culture, diversity, and personal growth? Stout might just be the right place for you.