Job Description

A leading Nonprofit is seeking a full-time Reception & Office Manager to be the heart of their office, creating a welcoming, organized, and positive environment for the team and guests. Reporting to the VP of Operations and HR, this role keeps daily operations running smoothly while helping to make the office an engaging and efficient place to work. You’ll manage office systems and vendor relationships, streamline processes, and support initiatives that strengthen their culture and enhance how they work together.

This is a temporary-to-hire position!

Responsibilities

• Oversee day-to-day office operations, ensuring smooth functioning of equipment, supplies, and shared spaces. Develop and implement office policies and procedures for efficiency and compliance.
• Complete preventive maintenance requirements; troubleshooting; calling for repairs; maintaining equipment inventories; evaluating new equipment and techniques
• Manage relationships with building management, vendors, and service providers. Negotiate contracts and monitor service quality.
• Track and manage the office supplies budget, monitor expenses, and assist with forecasting. Ensure cost-effective procurement and inventory control. Anticipate needs; place and expedite orders; verify receipt of supplies
• Manage schedules for conference and community spaces. Assist with meeting preparation and cleaning in conference rooms, including refreshments, on an ongoing basis
• Lead office-related projects, including space planning, technology upgrades, and process improvements. Maintain project timelines and deliverables, ensuring alignment with organizational goals.
• Support other teams with various administrative tasks (redirecting calls, disseminating correspondence, scheduling meetings, printing/binding presentations, etc.)
• Identify opportunities for operational innovation and continuous improvement. Contributes to strategic planning for office infrastructure and employee experience.
• Ensure adherence to organizational policies, health and safety standards, and regulatory requirements.
• Provide backup support to the President & CEO’s EA and other administrative leaders as needed.
• Greet and assist visitors upon arrival, answer the phone, route calls, and take messages.
• Prepare thank you and letters of acknowledgment for our various donors.
• Distribute incoming mail and prepare outgoing mail, including bulk mail and messenger pickup, and delivery.

Ideal Experience

• Bachelor’s degree in business administration or related field preferred.
• Proven experience in office management or operations leadership (3 years minimum preferred).
• Strong leadership, team management, and conflict resolution skills.
• Excellent verbal and written communication, active listening, and stakeholder engagement.
• Ability to prioritize effectively, manage multiple projects, and deliver results.
• Strategic thinking and decision-making capabilities.
• Budget management and vendor negotiation experience.
• Proficiency in Microsoft Office Suite; familiarity with project management tools is a plus.

The Larko Group is a women-owned, premier staffing and recruiting firm based in Chicago with a nationwide reach. We specialize in Direct Hire, Temp-to-Hire, and Temporary/Project placements across a wide range of roles, including Executive Assistants, Administrative Assistants, Personal Assistants, Chief of Staff, Office Managers, Receptionists, General Office, Event Support, Project Management, and Customer Service.

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