Office Manager - Military veterans preferred

Kastle Systems


Office Manager

US-IL-Chicago

Job ID: 2025-4203
# of Openings: 1
Category: Administrative
Kastle - Chicago

Overview

At Kastle we are a leader in providing Premier Property Technology Solutions. We protect commercial real estate, multi-family residential spaces, global enterprises, educational institutions, critical government facilities, life-science labs, and much more! For over 50 years Kastle has provided safety to tens of thousands of businesses who use our state-of-the-art access control, video surveillance, visitor management and identify management technology solutions to enable a smarter built environment. 

What makes us exceptional is our focus on Security as Software-As-A-Service (SAAS). We have built our company on the belief that the most effective approach is a complete one: because we engineer, install, monitor, and maintain your system, we are invested in its end-to-end performance. 

We are seeking a proactive and detail-oriented Office Manager to support our Chicago office. 

This role is On-Site 5 days a week in Chicago, IL. 

Key Responsibilities

Accounting & Administrative Support

• Manage accounts payable, including bill payments for utilities and other recurring expenses.
• Handle incoming and outgoing mail and assist with collections and expense reports.
• Support construction-related administrative tasks, such as AIA documents, waivers, and other required paperwork.
• Maintain a notary certification (preferred but not required).

Vendor Management

• Coordinate and oversee vendor relationships, including preventative maintenance for office equipment, parking vendors, copiers, and office supplies.

Office Supplies & Stocking

• Ensure the office is stocked with essential supplies, including kitchen snacks, beverages, utensils, and office materials.

Office Organization

• Maintain a clean, organized, and functional office environment, ensuring workspaces are tidy and equipment is operational for demonstrations, such as cameras and other systems.

Building Management Liaison

• Act as the primary point of contact with building management for repair requests, facility announcements, and events such as fire drills and shelter-in-place exercises.
• Stay informed on lease parameters and ensure compliance.

Event Planning

• Organize office events, including lunch orders, dinner arrangements, and holiday celebrations.

Travel Assistance

• Assist with travel arrangements, including researching and booking hotels and flights for team members.

Guest and Presentation Support

• Welcome and greet guests, prepare meeting spaces, and coordinate conference room usage.
• Assist with presentation preparation and provide periodic support in analyzing and acting on basic reports.

Remote Office Oversight

• Provide remote office management support for the Kastle Houston office, ensuring consistency in administrative and operational functions.

Qualifications

• Proven experience in office management, administrative support, or a related role.
• Strong organizational and multitasking skills with attention to detail.
• Excellent communication and interpersonal skills.
• Proficiency in Microsoft Office Suite and familiarity with basic reporting tools.
• Ability to work independently and take initiative.
• Notary certification is a plus.

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