What You Can Expect
As a key member of the Facility Management team, the Office Administrator will support the North American Head of Real Estate in overseeing the Chicago office. Although based in the Chicago facility, this role may contribute to managing other locations within the portfolio. Responsibilities include assisting with space configuration, personnel placement, small construction projects, and overseeing preventative maintenance of equipment, company mail, shipping, security, and supplies.
Reporting to the Head of Real Estate, your primary duties encompass:
Reception and Guest Services: Answer phone calls, greet guests, and assist with new employee onboarding in the Chicago office
Facility and Vendor Management: Manage facility issues by coordinating with vendors for repairs (e.g., AC outage, kitchen leaks) and oversee office services including preventative maintenance programs and service agreements for office equipment. Oversee the redesign and setup of the 3rd floor office, including desks, equipment installation, and meeting room arrangements. Maintain strong relationships with customers, subcontractors, and vendors to ensure smooth operational support. Manage access through keycards for visitors and remote employees, and assist with fleet management as needed.
Inventory and Budget Management: Budget for and manage inventory of all furniture, supplies, and weekly groceries, ensuring optimal stock levels in the office, mailroom, and break rooms Submit purchase requests, track order statuses, and distribute supplies as necessary to maintain operational efficiency
Office and Event Coordination: Develop and execute events, trainings, and meetings for ENGIE groups, planning employee engagement opportunities in the Chicago office Book conference rooms for interviews, and secure off-site rooms, hotels, lunches, and restaurant reservations for GBU executive visits Manage email distribution lists for the Chicago office and order business cards for employees Send out items left at our office to remote visitors, such as chargers, paperwork, folders, laptops, glasses, and umbrellas, and assist with special projects as needed
Administrative Support: Assist the GBS Real Estate team by issuing POs, setting up vendors, ensuring timely payment, and supporting office construction projects as needed Run occasional errands by foot or cab, manage mailroom operations and shipping practices, and handle the printing and dispatch of documents for Executive Team signatures. Open and scan mail to the Houston office, maintain department files and documents, and develop or modify filing practices, including electronic records management Send birthday announcements, anniversary cards, and gifts for team members for various occasions such as weddings, births, and other significant events, while complying with all ENGIE North America policies and procedures
Health, Safety and Compliance: Assist with the Health and Safety management of the Chicago office, including administration of company Fire Wardens, training classes, and safety drills Co-chair the Philanthropy Committee for Chicago-based teams, facilitating community engagement and charitable activities
Additional Duties: Send out FedEx and USPS packages for teams, assist with monthly invoice reconciliation, and carry out other duties as assigned
What You’ll Bring
You hold at least an Associate's degree; in lieu of a degree, a minimum of 4 years of experience as a facility and office coordinator is required A minimum of two (2) years of facility and office coordinator experience, with familiarity in OSHA and office safety requirements Ability to meet highest attendance requirements Ability to communicate effectively, both written and verbally Ability to handle multiple assignments on a timely basis with a high degree of accuracy Ability to use a personal computer, calculator, etc.
Additional Details
This role requires attendance at a worksite on a daily basis Must be willing and able to comply with all ENGIE ethics and safety policies
Compensation
Salary Range: $20.35 – 31.00 USD hourly
This represents the average expected pay range for a qualified candidate.
Actual offered salary may depend on geography, experience, industry knowledge, education, internal pay alignment, or other bona fide factors.
ENGIE complies with all federal, state, and local minimum wage laws. Actual salary offered may vary depending on geography, experience, education, internal pay alignment, or other bona fide factors.
In addition to base pay, this position is eligible for a competitive bonus / incentive plan.
Your Talent Acquisition Partner can share more specific information regarding the benefits or the salary for the position based on the work location
At ENGIE, we take your well-being seriously. Our comprehensive benefits package includes options for medical, dental, vision, life insurance, employer-paid short-term and long-term disability insurance, ESPP, generous paid time off including wellness days, holidays and leave programs. We also help you plan for retirement by offering a 401(k) Retirement Savings Plan with a company match. But that's not all – we're dedicated to the health and happiness of your entire family, offering supplemental benefits for full time employees that enhance emotional and physical well-being through all stages of life from family forming to caregiver benefits. Explore our benefits package to see how we can support you. Learn more.
Why ENGIE?
ENGIE North America isn’t just participating in the Zero-Carbon Transition, we’re leading it! Join us as we develop energy that is renewable, efficient, and accessible to everyone.
At ENGIE, our goal is to support, promote, and thrive on diversity, equity, and inclusion. We do so for the benefit of our employees, customers, products and services, and community. ENGIE is proud to be an equal opportunity workplace, and we are firmly committed to creating an equitable and inclusive environment for all employees.
We are committed to providing employees with a work environment free of discrimination and harassment. All qualified applicants will receive consideration for employment without regard to race, color, sex, sexual orientation, gender identity, religion, national origin, disability, veteran status, or other legally protected status.
If you need assistance with this application or a reasonable accommodation due to a disability, you may contact us at ENGIENA-ENGIEHR@engie.com. This email address is reserved for individuals with disabilities in need of assistance and is not a means of inquiry regarding positions or application status.
We are unable to sponsor or take over sponsorship of an employment visa for this role at any time.
The safety of our employees is our number one priority. All employees at ENGIE have both a duty and the authority to STOP WORK if unsafe acts are observed.