Office Assistant in Batavia, Illinois at Blue Peak Tents Inc.

ABOUT BLUE PEAK

Blue Peak Tents is one of the largest event tent companies in the Midwest. We design, install, and tear down high-end tent structures for corporate events, estate weddings, festivals, and large-scale productions across Chicagoland and beyond. As we grow, we are building out the administrative backbone that keeps the office running, and the front desk is a critical part of that.

THE ROLE

The Office Assistant is the first point of contact for everyone who walks through Blue Peak's front door and everyone who calls in. This is a full-time, on-site role responsible for phone reception, client and visitor greeting, package acceptance, office coordination, and dedicated recruiting administrative support to the HR function. The recruiting support component scales with the season, growing during peak hiring cycles (spring and early summer) and easing during the off-season.

The right person for this role is level-headed under pressure, presents professionally, and communicates warmly with clients, candidates, vendors, and staff. Bilingual English and Spanish is required to support our workforce and vendor community. This role also plays a part in Blue Peak's active investment in AI tools across the business, so a willingness to learn and work with AI-driven workflows is essential.

WHAT YOU'LL DO

Front Desk

· Answer incoming calls and route to Sales or Administration; take clear, accurate messages

· Greet clients, candidates, vendors, and visitors and notify the right team member

· Offer refreshments, walk clients to conference rooms, and prep the space for meetings

· Maintain a professional, organized, and welcoming front desk and lobby area at all times

· Accept and log incoming packages; notify recipients promptly

Office Coordination

· Order office supplies and keep the kitchen and breakroom stocked

· Sort and distribute mail

· Plan and coordinate company holiday celebrations, team parties, and staff appreciation events

· Support general office upkeep and coordinate with facility vendors

Recruiting Support

· Schedule candidate interviews in Outlook across HR and hiring managers

· Send interview confirmations, reminders, and follow-up communications

· Greet candidates on arrival and walk them to the interview space

· Data entry in Paylocity for new applicants and onboarding candidates

· Coordinate background checks and track completion

· Support orientation logistics: confirmations, materials, room setup

Cross-Functional Support

· Support the Sales and Administration teams with light clerical tasks as needed

· Learn and adopt AI tools (including Claude) as they are rolled out across the business to improve efficiency and accuracy in day-to-day work

· Contribute to a professional, organized office environment that reflects Blue Peak's standards

WHAT WE'RE LOOKING FOR

· Associate's degree from an accredited junior college (or equivalent two-year degree)

· 2+ years of front desk, receptionist, or administrative experience in a professional office

· Bilingual English and Spanish (spoken and written)

· Proficient with Microsoft Office (Outlook, Word, Excel)

· Level-headed, calm, and professional under pressure with a pleasant, welcoming disposition

· Strong verbal and written communication

· Open to learning and actively working with AI tools as part of the daily workflow

· Reliable, punctual, and able to hold a consistent M-F, 8:00 AM to 5:00 PM on-site schedule

· Strong organizational skills and attention to detail across multiple ongoing tasks

NICE TO HAVE (NOT REQUIRED)

· Prior experience in recruiting, HR support, or staffing

· Familiarity with Paylocity or a similar HRIS

· Prior exposure to AI tools (ChatGPT, Claude, Copilot) in a work setting

WHAT WE OFFER

· Health, dental, and vision insurance

· 401(k) with company matching

· Life insurance

· Paid time off and paid holidays

· A professional, growing office environment with real investment in the tools and systems that support the team

WHAT SUCCESS LOOKS LIKE

First 30 Days

· Fluent with call routing, visitor sign-in, and package intake procedures

· Front desk, lobby, kitchen, and breakroom consistently presentable and stocked

· Established working rhythm with HR, Sales, and Administration on day-to-day handoffs

First 90 Days

· Independently owns front desk operations with no daily oversight required

· Recruiting scheduling and candidate communication flowing smoothly through peak weeks

· Office supply and breakroom stock managed proactively; no last-minute stockouts

· Actively using AI tools in daily workflow where they add efficiency