Office Manager/Client Services Coordinator

InVision Communications • Full-time • Chicago, IL • 2m ago

JOB TITLE: Office Manager/Client Services Coordinator

SUPERVISION RECEIVED: SVP, New Vertical Markets/General Manager, Chicago / Associate Director, CS/CS Manager Support

EXEMPTION STATUS: Non-Exempt

JOB SUMMARY: The Office Manager/Client Services Coordinator is responsible for creating and maintaining a service-oriented and supportive environment for the Chicago office and its employees. This includes driving a highly organized, efficient, and happy office culture by managing office operations and processes. The person in this role also oversees the administration of client projects by facilitating the project management process and maintaining project information in InVision’s database. This person provides administrative support to the account management team participates in the proposal process as required.

RESPONSIBILITIES: The responsibilities include:

Office Responsibilities

Continuously think of ways to improve employee experiences and brainstorm new ways to update office processes
Manage incoming guests, by phone or in person in a professional and helpful manner
Maintain a fun, energetic, and positive work environment by spearheading office parties, lunches, fun days, and company offsites
Collaborate the VP, Operations and assist in overall operations tasks (work with building on maintenance/drills, office moves, office budget, etc.)
Participate in the Culture Club to implement culture events and activities
Manage office trainings and implementation and liaise with headquarters and satellite offices in this regard
Collaborate with the VP, Operations to review current office and company procedures and implement changes to make operations more efficient, sustainable, and fun
Be a satellite extension to HR, IT, and Finance departments
Learn and master systems used internally to be a resource to all employees
Administer team meetings by managing agendas, taking, and distributing minutes and arranging catering when needed
Assist account team with general administrative requests including travel arrangements, expense reports, cell phone bills and AMEX reports
Purchase and send client gifts as requested by Account Managers
Provide backup to the other departments and performing administrative tasks as required
Miscellaneous errands, shopping, shipping, etc.
Special projects

Process Administration

Maintain and update client information in InVision’s database
Maintain unassigned and assigned client list in database and intranet
Open, maintain and update project information in InVision’s database
Meet with Account Managers regularly to review updated “open” job list
Work with Account Managers to ensure that all forecast information is accurate and up to date in InVision’s database
Ensure client and contact information is updated in InVision’s CRM database on regular basis
Work with Account Managers and Accounting to generate client invoices in accordance with internal policies and client agreements
Work with Account Managers, Accounting and clients to secure client purchase orders and client payments
Collaborate with Account Managers and Accounting on account receivable aging report bi-weekly
Work with client’s accounts payable division to resolve invoicing issues
Work with Producers and Account Managers to ensure all information needed to close jobs are ready and facilitate closing of jobs
Ensure all scopes of work, budgets and purchase orders are correct and, in the database,
Verify all archived proposal and project elements are in database as described in the archiving checklist
Close jobs in Project Management database

Skills, Knowledge & Abilities

Familiarity with standard accounting practices
Excellent organizational skills and attention to detail
Ability to multi-task
Ability to work well under pressure in a fast paced, dynamic environment
Ability to work independently as well as part of a team
Excellent communication skills
Excellent working knowledge in Office Suite
Familiarity with setting up office workstations and computer equipment
Excellent working knowledge CRM software
Passion for providing excellent service and quality

HOURS: The normal office hours are 8:30 a.m. to 5:30 p.m., Monday through Friday (40 hours per week). However, due to the nature and the scope of this position, days and hours may fluctuate.

PHYSICAL REQUIREMENTS: Ability to perform job duties that may include an average amount of lifting (+ or – 25lbs.), sitting, bending, stooping and standing is required. This will be an in-office role with the expectation of being in the office daily.

TRAVEL REQUIREMENTS: Minimal travel is associated with this position. Travel for InVision related business is reimbursable at the amount allotted under state & federal guidelines. Must have a valid driver’s license.

EDUCATION/EXPERIENCE: This position requires four years of previous work experience and some familiarity with the event production industry.

The above statements are meant to describe the general routine nature of work performed by people being assigned to this classification. This should not be construed as a contract or an all-inclusive list of job requirements. InVision management reserves the right to alter the job description and/or position classification based upon business necessity and company profitability.

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