Office and Facilities Administrator

Description

Position Summary 

Reporting to the Executive Administrative Supervisor, the Office & Facilities Administrator will support the dynamic work environment in our Chicago location which is home to ofi’s North America headquarters (HQ). The Office & Facilities Administrator will work daily to present a professional and organized work environment to the employees and business visitors. This position will be the first point of contact for internal and external visitors, provide a professional and energetic impression of ofi, while at the same time ensuring the proper functioning, safety, and security of the office, and managing vendors for the location. In addition to the support of the overall office and teams, this position will also provide additional administrative support to executives within the Chicago HQ.

The ideal candidate for this position will be high energy with an engaging and approachable demeanor. This individual should have the ability to operate with a high level of autonomy to work effectively in a high demand environment with many competing demands and priorities. An individual who is outgoing, hard-working, and detail oriented will do well in this position.

Position Responsibilities

• Responsible for greeting all ofi and external visitors and directing them to the appropriate staff member(s) and/or meeting rooms.
• Answer calls and direct inquiries to the appropriate staff member. Maintain the company directories.
• Coordinate with office management to prepare for upcoming meetings and events.
• Ensure appropriate spacings, support and refreshments are available.
• Ensure proper functioning of the office, safety, and security by being the primary interface with the building management, work orders, and engagements with site vendors, and manage certificates of insurance related to the site and its vendors.
• Manage and direct facilities staff in building management, coordinating with various service providers, managing maintenance schedules, and addressing any facility related issues promptly.
• Troubleshoot any issues related to facilities and housekeeping.
• Assist with making hotel, conference, restaurant, and catering arrangements and pre and post event support.
• Create and edit event invitations, office announcements, and flyers.
• Coordinate all office related vendors. Address any maintenance issues and scheduling of services.
• In coordination with site leadership, lead employee engagement initiatives and events.
• Support site safety training and coordination.
• Serve as building liaison with security and building management.
• Perform other duties as assigned.

Position Requirements 

• High school diploma is required. Some college is preferred.
• Two to three years of Office Administration or related experience is required.
• Candidates with a Bachelors’ degree may substitute degree for three (3) years of the
• required experience.
• Strong communication skills, both verbal and written are required.
• Strong customer service orientation with great people skills will be required.
• Strong understanding of computer systems and applications including Microsoft Office Suite is required. Previous experience with SAP is a plus.
• Proven ability to handle multiple competing demands while ensuring deadlines are met is required. Excellent organizational skills are required.
• Demonstrated initiative is required.

ofi provides employees with a comprehensive & competitive benefits package that is designed to support your career, health, and future. A Rewarding Career Awaits!

The pay for this role ranges from $25-31/hour and is based on the position responsibilities and geographic location. Actual pay within this range may be determined based on the candidate's experience, qualifications, and/or other determining factors.

Comprehensive & Affordable Benefits: Coverage for you (and your eligible dependents) with plans designed for peace of mind and savings for the future.

A Culture of Well-being: Paid Volunteer time off, access to events, resources, and learning opportunities that inspire a physical, social, emotional, and financial well-being for you and your family.

Family Support: Paid parental leave, Fertility benefits, and lactation support, including milk shipping for traveling employees.

Additional Perks That Make a Difference:

• Vacation time from Day 1 – Your time off starts accruing immediately, growing with your tenure.
• Paid Sick Leave – Rest, recover, and return strong – with paid sick leave on ofi.
• Company Paid Holidays – ofi values work-life balance and the importance of celebrating life’s special moments.
• 401K Match on Day 1 – Invest in your future with our competitive retirement savings program.
• Career Growth & Learning – Join a company committed to developing talent, fostering innovation, and creating meaningful opportunities.

At ofi, we don’t just offer jobs—we provide careers built on impact, inclusion, and innovation. Come grow with us!

ofi provides equality of opportunity for all persons with respect to hiring without discrimination on the grounds of race, color, religion, national origin, sex, pregnancy, age, disability, veteran status, or sexual orientation. All employment will be decided on the basis of qualifications, merit, and business need. If you need assistance or an accommodation due to a disability, you may contact us for support at: US-[email protected]

At ofi, we celebrate our diversity. Olam Americas Inc. is proud to be an equal opportunity workplace.

Note: This job description is not intended to be all-inclusive. Employee may perform other related duties as negotiated to meet the ongoing needs of the organization.