Office Manager

About Us:

Founded more than 15 years ago and headquartered in Chicago, the DV Group of financial services firms has grown to more than 450 people operating throughout North America and in Europe. Since spinning out of a large brokerage firm in 2016, DV Trading has rapidly scaled as an independent proprietary trading firm utilizing its own capital, trading strategies, and risk management methodologies to provide liquidity to worldwide financial markets and hedging opportunities to commodity producers and users. Now, DV group affiliates include two broker dealers, a cryptocurrency market making firm, and a bourgeoning investment adviser.

Overview:

The Office Manager/Receptionist plays a crucial role in maintaining an efficient and professional office environment. This role involves managing reception duties, coordinating office operations, assisting with administrative tasks, and ensuring a welcoming atmosphere for employees and visitors.  

Responsibilities:

• Office Inventory: manage office supplies inventory and place orders as needed
• Weekly pantry inventories to ensure all stock is up to date and ordering more when necessary
• Facility Management: Coordinating minor maintenance requests and reporting issues to relevant personnel
• Coordinate office maintenance, repairs, and vendor services.
• Visitor Management: Greet and assist visitors, ensuring a friendly and professional first impression/directing them to appropriate personnel, and managing sign-in procedures.
• Schedule and organize conference rooms; setting up conference calls via Teams. 
• Handle incoming and outgoing mail, packages, and deliveries.
• Assist with basic bookkeeping tasks, invoicing, or expense tracking.
• Data Entry: Updating contact lists, spreadsheets, and other administrative databases.
• Ensure office compliance with company policies and safety regulations.
• Assist with special projects and other administrative tasks as needed.
• Answer and direct phone calls, emails, and inquiries to the appropriate departments.
• Ad-hoc secretarial duties, including running personal errands and ordering lunches
• Provide administrative support to senior leadership.
• Support HR functions such as onboarding new employees and maintaining personnel records.

Requirements:

• High school diploma or equivalent (associate or bachelor’s degree preferred).
• 2+ years of experience in office administration, reception, or related roles.
• Excellent verbal and written communication skills.
• Strong organizational and multitasking abilities.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and office equipment.
• Professional and friendly demeanor with strong customer service skills.
• Ability to work independently and handle confidential information.
• Attention to detail and problem-solving skills.

Annual compensation range $70 – 80K base + discretionary bonus

DV is not accepting unsolicited resumes from search firms. Only search firms with valid, written agreements with DV should submit resumes in response to DV’s posted positions. All resumes submitted by search firms to DV via e-mail, the Internet, personal delivery, facsimile, or any other method without a valid written agreement shall be deemed the sole property of DV, and no fee will be paid in the event the candidate is hired by DV. DV is proud to be an equal opportunity employer and committed to creating an inclusive environment for all employees.