Office Administrator

Company Overview
IGS Plantscaping Group began offering home and office plant services tp the Chicago in 1971, under the name Interior Garden Services. Our full service interior landscaping company has grown by paying attention to our individual clients’ needs, continuing to exceed client expectations, and by providing exceptional value and customer service. Services used to be our last name… and is still our first consideration. .

Position Overview
We are seeking a detail-oriented and organized Office Administrator to join our team. In this role, you will be responsible for ensuring the smooth operation of the office by performing a wide variety of administrative and clerical tasks. The Office Administrator will handle deliveries, manage invoices, monitor bill payments, order office supplies, and provide general office support. This position also acts as the first point of contact for inquiries from clients, staff, and employees, while assisting with office systems and software platforms.

Key Responsibilities
Administrative Duties

• Accept and organize deliveries during company hours: M-F 8:00 – 4:30; distribute items to the appropriate recipients. This includes plant deliveries, which occasionally involve unloading and moving boxes.
• Send bills, invoices, and payment reminders to clients as required.
• Track and monitor bill payments and follow up on any outstanding amounts.
• Assist in answering phones, taking messages, and directing calls as necessary.

Office Operations

• Order and maintain inventory of office supplies to ensure appropriate stock levels.
• Assist in managing day-to-day office tasks, including filing, document management, and maintaining records (both physical and digital).
• Ensure the office environment is tidy and functional, coordinating with staff when needed.

Client and Employee Support

• Serve as the primary point of contact for inquiries from clients, staff, and employees.
• Greet visitors and clients professionally, ensuring they are directed to the appropriate party.
• Coordinate and arrange office meetings, luncheons, and events as needed, including organizing catering and logistics.
• Run errands for simple pick-ups and tasks.
• Assist the President in tasks on an as-needed basis.

Financial Support

• Assist in the preparation, distribution, and management of bills and invoices.
• Track bill payments and follow up on discrepancies or delays.
• Collaborate with the finance department to support accurate record-keeping and financial reporting.

Software and Office System Management

• Provide support for the day-to-day use of company software platforms.
• Organize and maintain accurate records and data within these systems, assisting with data entry and updates.
• Report technical issues and coordinate timely resolutions.
• Assist employees with basic troubleshooting and guidance on internal systems.

File and Document Management

• Maintain an organized filing system for office documents, both physical and digital.
• Ensure electronic files are properly categorized, accessible, and archived as necessary.
• Assist in document preparation, scanning, and digitization efforts.

Office Communication and Coordination

• Serve as a central communication point for staff, ensuring updates and important notices are communicated effectively.
• Assist in scheduling staff meetings and important events.
• Perform additional administrative tasks as needed to support office efficiency.

Qualifications

• High school diploma or equivalent; additional qualifications in Office Administration or a related field are preferred.
• Proven experience in an office administrative role.
• Strong organizational and multitasking skills.
• Proficiency in Microsoft Office (Word, Excel, Outlook) and office management software.
• Excellent verbal and written communication skills.
• Valid driver’s license required.

Physical Requirements

• Must be able to lift and move packages or supplies up to 20 lbs.
• Prolonged periods sitting at a desk and working on a computer.
• Must be able to navigate throughout the office space.

Compensation and Travel

• Pay Range: $42,000 - $50,000 per year, depending on experience.
• Travel Time: 5-10% for errands and office-related tasks.