Current Job Openings
Client Service Coordinator- Receptionist - CHI
Client Services & Business Dev
OB TITLE:OFFICE COORDINATOR - CHICAGO
SUPERVISION RECEIVED:GENERAL MANAGER, CHICAGO
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.
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.