Office Manager

Job Description

We are seeking an organized and proactive individual to oversee daily office operations at our corporate headquarters in downtown Chicago. This role is integral to maintaining a well-functioning and professional office environment while serving as a key point of contact for internal teams, vendors, and building management. The Office Administrator will work closely with leadership and support staff to ensure seamless execution of administrative functions, facilities upkeep, and front-office operations. This is an excellent opportunity for a resourceful professional who thrives in a fast-moving, team-oriented setting.

Key Responsibilities

Facilities & Office Coordination

• Act as the primary liaison with building management for security, mail services, maintenance, and other office-related needs.
• Oversee vendor relationships and service agreements tied to office operations.
• Review and approve invoices related to shipping, storage, and facility maintenance, optimizing costs where possible.
• Ensure office equipment and common areas are well-maintained, including scheduling preventive maintenance for appliances and coordinating necessary repairs.
• Partner with HR and leadership to manage workspace allocations and workstation setups for both current employees and new hires.
• Oversee workspace reservations for traveling employees.
• Maintain up-to-date procedures for office administration and visitor management, adjusting processes as necessary.
• Coordinate visitor access and security protocols.
• Support corporate safety initiatives, including overseeing AED maintenance.
  
  

Office & Supply Management

• Manage procurement and inventory of office and breakroom supplies, staying within budget guidelines.
• Ensure conference rooms are fully stocked, clean, and ready for meetings, working with administrative staff as needed.
  
  

Administrative Support

• Keep records updated for executive assistant support assignments, reflecting personnel changes.
• Organize and lead regular meetings for administrative support teams.
• Order business cards for employees.
• Monitor and distribute voicemails from the corporate phone system.
• Sort incoming mail and coordinate shipments.
• Handle various special projects and additional duties as assigned.
  
  

Qualifications

• At least 5 years of office management experience, preferably in a corporate, financial, legal, or professional services environment.
• Strong understanding of administrative and office management best practices.
• Proven ability to work independently in a fast-paced, collaborative setting.
• Experience supporting executive leadership and managing vendor relationships.
• High school diploma required; college degree preferred.
• Ability to be in office M-F. Flexibility to adjust schedule to accommodate maintenance activities as needed.
• Ability to lift up to 20 lbs for office supply management.
• Proficiency in Microsoft Excel, Word, and Outlook.
  
  

The compensation available for the role considers a variety of factors including, but not limited to, work location, individual skill set, previous/applicable experience, and other business needs. The estimated base salary range is $80K to $120K. The above salary range represents Ventas’ good faith and reasonable estimate of the possible base salary range at the time of posting and is one part of the total rewards Ventas provides to employees.

Ventas, Inc. offers a competitive compensation and benefits package to the successful candidate.

Ventas, Inc. is an Equal Opportunity Employer.

Ventas, Inc. does not accept unsolicited resumes from staffing agencies, search firms or any third parties.