Office Manager in Naperville, Illinois at Healing Partners Plus PLLC

One Health is seeking a highly organized, proactive, and detail-oriented Office Manager to oversee the day-to-day operations of our Naperville office. This individual will ensure the office runs efficiently, provides administrative support to the executive team, and creates a professional, welcoming environment for employees and visitors. The ideal candidate is resourceful, takes initiative, and thrives in a fast-paced environment.

Responsibilities

• Coordinate calendars, meetings, and travel arrangements for members of the executive team.
• Schedule meetings and reserve conference rooms.
• Prepare meeting spaces, including technology setup and refreshments as needed.
• Assist with special projects and administrative tasks for leadership.
• Manage confidential information with discretion.
• Maintain a clean, organized, and professional office environment.
• Ensure office kitchens, break rooms, and common areas remain stocked and presentable.
• Order, receive, and maintain inventory of office supplies, kitchen supplies, and equipment.
• Coordinate office maintenance requests and communicate with building management and vendors.
• Serve as the primary point of contact for office-related vendors and service providers.
• Assist with onboarding logistics for new employees, including workspace setup, office access, and welcome materials.
• Receive, sort, and distribute incoming mail.
• Process outgoing mail and packages.
• Manage all FedEx, UPS, USPS, and courier shipments.
• Track deliveries and resolve shipping issues when necessary.
• Support Human Resources with administrative tasks as needed.
• Recommend and implement process improvements to enhance office efficiency.
• Perform other administrative duties as assigned.

Qualifications

• 3–5 years of experience as an Office Manager, Executive Assistant, or in a similar office administration role.
• Excellent organizational and time management skills with the ability to prioritize multiple tasks.
• Strong verbal and written communication skills.
• Exceptional attention to detail and problem-solving abilities.
• Proficiency with Microsoft Office Suite (Outlook, Word, Excel, PowerPoint).
• Experience coordinating travel and executive calendars.
• Experience managing office vendors, supplies, and facilities.
• Ability to work independently while maintaining a high level of professionalism.
• Comfortable handling confidential information with discretion.