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Highline Warren · 8 hours ago

Office Administrator/Front Desk

Naperville, IL

Full-time

Onsite

Entry, Mid Level

Highline Warren is seeking an Office Administrator/Front Desk to manage the day-to-day operations of their Commercial Center of Excellence. The role involves overseeing facilities management, security protocols, office operations, and meeting coordination to ensure a professional and efficient workplace environment.

AutomotiveChemicalWholesale

H1B Sponsor Likely

Responsibilities

Serve as the primary on-site facilities owner for the Commercial Center of Excellence

Act as the day-to-day liaison with the landlord/property management team

Coordinate and oversee building services including HVAC, Electrical, Lighting, Plumbing, janitorial services, waste/recycling, etc

Submit, track, and follow up on maintenance requests and work orders

Receive, check in, and distribute incoming deliveries; notify recipients accordingly

Manage after-hours or emergency facility issues (power, access, alarms, leaks, etc.)

Support space planning needs including office move, desk assignments, and seating changes

Ensure compliance with building policies, safety standards, and lease requirements

Serve as the owner of the office badging and access control system

Coordinate badge issuance, activation, deactivation, and replacement

Manage local employee and visitor access protocols, access, registration

Be the key contact with building security and incidence response for:

Ensure compliance with company security policies and building access standards

Support onboarding/offboarding processes related to physical access

Conduct periodic audits of access permissions

Ensure the office is consistently clean, functional, and professional

Maintain local digital display of Highline Warren info with local updates to add to company

Manage supplies for the office and local team members

Oversee office equipment readiness (printers, screens, phones, AV basics)

Coordinate with IT for equipment installs, conference room technology issues, new hire set up

Ensure all conference rooms are clean, stocked and technologically ready

Manage conference room readiness, including displays, cables, whiteboards & supplies

Coordinate room setups for different meeting formats

Partner with IT or vendors for AV troubleshooting as needed

Maintain usage standards for shared spaces

Plan and execute on-site and off-site meetings and events

Manage all logistical elements including product samples, space and venue coordination, catering, room setup and breakdown, technology readiness and signage/materials

Coordinate run-of-show logistics to ensure professional execution

Partner with leaders on scheduling, attendee coordination, pre-meeting communications

Serve as on-site point of contact during events

Support workplace safety initiatives and required HR documentation is locally adhered to

Follow all company policies, safety procedures, and standard practices

Maintain awareness of emergency procedures and evacuation plans and service as local coordinator for fire drills and safety communications

Ensure office readiness for inspections or compliance requirements

Maintain documentation related to facilities, access, and safety

Manage office-related vendors; janitorial, maintenance providers, office supply vendors

Obtain quotes, compare services, and coordinate vendor access

Schedule and supervise vendor work performed on-site

Maintain vendor contact lists and service agreements

Ensure vendors comply with building and company policies

Develop, document, and maintain standard operating procedures(SOPs) for office operations, visitor management, badging/access, event execution

Maintain operational documentation and reference materials

Continuously improve processes as the office scales

Qualification

Facilities ManagementAccess Control SystemsEvent CoordinationVendor ManagementSafety ComplianceCommunication SkillsOrganizational SkillsProblem-Solving Skills

Required