Bilingual Office Administrator - Chicago, IL

ICNC works to strengthen the companies in the Kinzie Industrial Corridor on Chicago's Near West Side. In addition to representing and providing assistance to hundreds of companies in its community, ICNC owns and operates Make City, a small business incubator which houses 100 small business tenants in its 416,000 square foot facility.

ICNC also co-owns The Hatchery, a food and beverage manufacturing incubator in Chicago’s East Garfield Park neighborhood which assists food & beverage entrepreneurs grow their businesses. This facility is a one-stop-shop aiming to solve three major challenges in the industry: access to production space, financing, and resources.

Please visit http://www.industrialcouncil.com and http://www.thehatcherychicago.org for information on ICNC's mission and activities.

POSITION ACTIVITIES & RESPONSIBILITIES
The Bilingual Office Administrator will provide support to and be responsible for a wide range of office, leasing, accounting and business development activities. This is a full-time, non-exempt position and reports to the Chief Finance and Administration Officer.

PRIMARY RESPONSIBILITIES

OFFICE MANAGEMENT

  • Welcome and greet visitors in person or on the telephone, determine nature of call and announce visitors to appropriate staff
  • Manage new hire onboarding process as it relates to work station set-up and office orientation
  • Ensure reception, kitchen, plants and all common areas are kept tidy and in order and office supplies are readily available
  • Frequent English to Spanish and Spanish to English interpretation during staff meetings and documents

BUSINESS SERVICES

  • Oversee the administrative tasks of ICNC’s Great Game of Business growth incentive bonus plan
  • Develop and maintain standard operating procedures which enhance office productivity
  • Ensure ongoing operation and maintenance of office computers, networks, and printers
  • Manage reservation calendar for common area rooms
  • Collect, open and distribute office mail
  • Plan and coordinate most company events and assist with onsite event set-up

PROPERTY MANAGEMENT SUPPORT

  • Assist with tenant onboarding and off-boarding, including processing paperwork, keys and key cards, updating tenant databases
  • Dispatch building maintenance calls
  • Manage building security camera system and follow-up on all property incident reports
  • Monitor parking lots and manage contact information in Salesforce
  • Send out building specific announcements and alerts via constant contact
  • Enter and update prospective members and donors in Salesforce and Constant Contact databases
  • Coordinate various security, utilities, delivery, supplies, etc. vendor relationships

ACCOUNTS PAYABLE/RECIEVABLE SUPPORTS

    • Receive and prepare bank deposits using a remote bank image scanner
    • Communicate receipt of membership checks with economic development department
    • Retrieve, scan and organize documents in digital folders
    • Post tenant information into appropriate databases
    • Support finance department with small, irregular projects as needed
    • Other activities will be assigned on an as-needed basis

QUALIFICATIONS

  • Experience in administrative or office management roles;
  • Bilingual English/Spanish is required;
  • Strong communication skills, both written and verbal;
  • Excellent administrative and organization skills with the ability to pay attention to details;
  • Ability to work independently, prioritize, organize, problem solve and exercise good judgment with minimal supervision;
  • Great follow-up and basic conflict resolution skills;
  • Familiar with various office and computer equipment;
  • Must have intermediate experience in Microsoft Word and Excel;
  • Flexible and have the ability to support multiple departments;
  • Experience with or willingness to learn computer software programs i.e. MRI, QuickBooks, SalesForce, Teams, Constant Contact, Neoserra and ADP;
  • Self-starter that is collaborative, energetic, creative, proactive, and responsible;
  • Able to work effectively under time pressure and/or deadlines and maintain a high level of confidentiality

WORKING CONDITIONS

  • ICNC: casual office environment within incubator housing 100+ companies;
  • The Hatchery: casual office environment within shared kitchen facility with 80+ food and beverage businesses

POSITION STRUCTURE & BENEFITS INCENTIVES

  • This is a full-time position; Monday-Friday, 8:30am-5pm; this position is in-office only.
  • Starting annual salary range is $42K-$47K; commensurate with experience
  • Benefit incentives include: One week paid vacation to start and one week personal/sick time off, participation in group health insurance plan, SIMPLE IRA match, short and long term disability and life insurance, tuition reimbursement and professional development training, flexible spending accounts and employee assistance program
  • This position is eligible to participate in ICNC’s Great Game of Business growth incentive bonus plan

TO APPLY
Please email letter of interest, current resume, and three professional references to:

ICNC
Office Administrator Search Committee
320 North Damen Avenue, 1st floor; Chicago, IL 60612
jobs@industrialcouncil.com
The subject line must include the recruiting code OA

ICNC is committed to fostering a diverse, equitable, and inclusive environment for its team, the businesses it supports, and ultimately the communities in which it works.

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