Client Service Coordinator- Receptionist - CHI

Client Services & Business Dev


JOB SUMMARY:The Office Coordinator’s is responsible for the overall support of the Chicago Office. This position will support sales initiative by assisting with proposals & presentations, conducting research for new account development, and maintaining project information in the project database and CRM software.  The Office Coordinator will also maintain the overall space, supplies and equipment, and is responsible for answering all front desk calls and coordination of front office deliveries and mail. This position will also work with producers to provide local assistance on the projects to which they are assigned.  
 Office Responsibilities 
Assist employees with general administrative requests including travel arrangements, expense reports, cell phone bills and Amex reports. 
Order and maintain all office & kitchen supplies and equipment 
Act as Office Receptionist and offers administrative support for the office
Distribute incoming & outgoing mail, courier deliveries and shipments  
Answer incoming calls and route to appropriate employee 
Set up new employee & freelance work spaces and ensure that employees have all appropriate supplies upon arrival 
Track and maintain employee location, schedules, and contact information on a daily basis 
Act as the Cultural Ambassador for the regional office, suggesting outreach and philanthropic actions for team participation.   
Act as the liaison between the Chicago, Walnut Creek, and New York offices 
Maintain instructions for accessing and utilizing materials during absences 
Complete and submit time sheets and expenses prior to communicated deadlines 
Oversee and book travel arrangements for all on-site personnel 
Special tasks and projects as assigned by Chicago General Manager 
Sales & Production 
Perform functions as administrator in CRM software for campaigns and lead management as well as reporting  
Source lead management lists for business growth as well as local/regional networking opportunities 
Review relevant industry publications for ideas on target accounts 
Research and locate contact information for new business development goals 
Support the account team & proposal coordinator on client proposals 
Open, maintain and update project information in project database 
Work with Producers and Account Managers to ensure jobs are ready to close and facilitate closing of jobs 
Archive all proposal and project elements in project database as described in the archiving checklist 
Maintain and update client information in project database 
Act as a liaison with WC and NY Sales Support and Operations 
Provide support to team members as directed by General Manager  
Skills, Knowledge & Abilities 
Highly driven to learn and grow within a fast paced environment  
Passion for providing excellent service and quality with a “can-do” attitude 
Punctual and consistent attendance 
Creative problem solving skills 
Excellent organizational skills and attention to detail 
Ability to work well under pressure, multi-task and prioritize 
Ability to work independently as well as part of a team 
Excellent communication skills 
Proficiency in Word, Excel and Outlook 
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. 
TRAVEL REQUIREMENTS:  Minimal travel is associated with this position.  Travel for InVision related business is reimbursable at the amount allotted under state & federal guidelines.  
EDUCATION/EXPERIENCE:  This position requires one year of previous work experience and some familiarity with the event production industry.  A college degree is required.