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Administrative Assistant and Office Manager
Administrative Assistant and Office ManagerQUEST FOOD MANAGEMENT SERVICES LLC • Lombard, IL, US
Administrative Assistant and Office Manager

Administrative Assistant and Office Manager

QUEST FOOD MANAGEMENT SERVICES LLC • Lombard, IL, US
9 days ago
Job type
  • Full-time
Job description

Job Description

Job Description

Position Summary

The Administrative Assistant and Office Manager will provide high-level office management, administrative, and operational support to the leadership team. This role requires exceptional organizational skills, attention to detail, and the ability to be proactive and manage multiple priorities in a fast-paced environment.

Administrative Support :

  • Support client-facing work : proposals, contracts, reports, and presentations.
  • Ensure that all sales proposals are submitted accurately and on time, adhering to client requirements and deadlines.
  • Maintain and update Salesforce data to ensure accuracy and completeness of business development pipelines and contacts.
  • Oversee cross-functional projects related to business development, ensuring deadlines and deliverables are met.
  • Manage calendars, schedule internal and external meetings, conferences, and coordinate logistics.
  • Organize and maintain both digital and physical filing systems.
  • Manage confidential company and financial information with discretion.
  • Assess existing processes and identify opportunities for improvement.
  • Performs other related duties as assigned.

Office & Operations Support :

  • Welcomes guests and customers by greeting them, in person or on the telephone, answering or directing inquiries.
  • Maintain office supplies, equipment, supply rooms, and conference rooms to ensure a smooth office environment.
  • Assist with facility-related requests and consult with building management as needed.
  • Assist with internal communications, announcements, activities, and company updates.

    • Event, Conference and Meeting Coordination :

  • Support planning and execution of company events, including leadership meetings, conferences, town halls, and team gatherings.
  • Coordinate catering, venue arrangements, and necessary materials for meetings and conferences.
  • Create and coordinate surveys as needed for meetings and events.

    • Job Requirements / Specifications

    Education and Experience : The requirements listed below are representative of the knowledge, skill, and / or ability required.

    Required :

  • 2+ years in an administrative, office coordination, or executive support role preferably in a sales or customer-facing environment.
  • Associate’s degree in business, or similar field.
  • Ability to enter data accurately and efficiently into computer software and systems.
  • Strong written and verbal communication skills, with attention to detail.
  • Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook); experience with project management tools, SharePoint and CRM tools (e.g., Salesforce, HubSpot) is a plus.

    • Essential Qualifications : To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and / or ability required.

  • Demonstrated commitment to Quest vision, values, and mission through actions on a daily basis.
  • Ability to maintain professionalism and a cheerful outlook in the workplace.
  • Keen analytic, organization and critical thinking skills
  • Adaptable, professional, and comfortable in a fast-paced, service-oriented environment.
  • Highly organized, meticulous, initiative-taking, and able to work independently.
  • Identify and suggest ways to improve administrative processes and office efficiency.

    • Language Skills

    Ability to read, write and speak English. Ability to read, write and speak Spanish is a plus.

    Physical Demands : The physical demands described here are representative of those that must be met by a team member to successfully perform the essential functions of this job.

  • Prolonged periods of sitting at a desk and working on a computer.
  • Must be able to lift up to fifteen pounds at times.

    • Work Environment : The work environment characteristics described here are representative of those team members encounter while performing the essential functions of this job.

  • Office environment
  • The noise level is low to moderate.

    • Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions of this position. The team member must provide medical evidence for reasonable accommodation.

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