Office Adminstrator

Who We Are:

Topiarius is a landscape design, build and maintenance company whose mission is to be Chicago’s #1 luxury brand for outdoor sanctuaries. Since 2003, Topiarius has aspired to redesign the Chicago urban landscape one rooftop and yard at a time. Where there is concrete, we want nature. Where there is empty space, we want stunning restorative beauty. Our work is based on the fundamental belief that nature is an essential sanctuary for humans. You can learn more about Topiarius at www.topiarius.com.

The Role:

We are looking for an Office Administrator with a positive, solution-oriented attitude to help maintain an organized, high-functioning office and who will contribute to a positive environment for all staff, clients, and visitors. Responsibilities include general office management, HR management, administrative support for human resources, sales, and marketing; and support for the Topiarius executive leadership team. This position reports to the COO.

What You Will Do:

(Please note: This is a high level, abbreviated list representative of overall areas of responsibility):

OFFICE MANAGEMENT

•        Serve as the model for organization in all that is done. Provide oversight for the organization, care, supplies, and appearance of the office and work areas.
•        Maintain ongoing supply of necessary office forms and frequently used documents, and keep all applicable calendars up to date.
•        Foster a positive, welcoming environment for visitors (vendors, clients, etc.).
•        As assigned, provide support for staff projects or tasks.

HUMAN RESOURCES

•     Provide administrative leadership for HR, including the maintenance and management of personnel files and documentation, as well as communicating with employees regarding HR milestones, initiatives, and deadlines.
•        Administer payroll processing.
•        Oversee employee benefits administration, including health insurance, retirement plans, and leave policies.
•     Facilitate purchasing, management, and distribution of company-branded employee apparel.

TECHNOLOGY AND PHONES

•        Provide assistance, troubleshooting, and basic training as needed for employees using computers, office phones, and general office equipment.
•        Learn and utilize all computer programs/portals that integrate with this position (Microsoft Suite, Google Suite, Heartland, Adobe Acrobat, Canva, HubSpot, Aspire, DocuSign).
•        Answer all incoming calls to the main office line and oversee the general phone system and VOIP system.

Sales & Marketing

•       Provide administrative support to Sales and Design team.

•       Provide support for marketing efforts through weekly tracking of digital media data, coordination and facilitation of mailings, and support for special events and other marketing initiatives as needed.

OFFICE MANAGEMENT

• Provide oversight for office organization, supplies and equipment, and general maintenance/appearance. Serve as a point of contact for professional cleaning staff, providing requests and feedback as appropriate.
• Systematically organize documents (digital and hard copies), scan and file receipts, maintain up-to-date forms and frequently used documents, and manage calendars under the purview of this position. 

SALES AND MARKETING

• Provide administrative support to Sales and Design team.
• Provide support for marketing efforts by tracking digital media data, coordinating and facilitating mailings, and supporting special events and other marketing initiatives as needed.

TECHNOLOGY AND PHONES

• Provide general assistance, as needed, for employees using computers, company cell phones, and general office equipment.
• Understand computer programs utilized by the Office Administrator (Microsoft Suite, Gmail, Google Photos/Docs, Adobe Acrobat, HubSpot, Aspire) and provide administrative oversight of the company's cell phone program.
• Answer all incoming calls to the main office line and oversee VOIP system.

 HUMAN RESOURCES

• Provide administrative support for HR, including the maintenance and management of personnel files and documentation, as well as communicating with employees regarding HR milestones, initiatives, and deadlines.
• Facilitate purchasing, management, and distribution of company-branded employee apparel.

Who You Are:

• You identify with our culture. Topiarius employees are expected to perform with honesty, integrity, and optimism. We enjoy our work and find it very satisfying and have a strong work ethic. We enjoy each others company and choose to work as a team and not as lone wolves. We take the details seriously; they are what allows us to stand apart from our competition. And follow through is in the fabric of all we do.
  
  
• You aim for operational excellence. You are someone that doesn't just show up to phone in the day. You are mature and professionally dressed, ready to produce. You arrive with a smile. Your lists are clear, organized, and prioritized. You keep paperwork filed and easy to find. You remember details, so more times than not you can answer questions without having to double-check. Deadlines are what makes your day turn and you excitedly meet them. You exude pride in all that you do but are humble enough to know when you need to ask for help.

• You are curious and problem solve. We are a growing, dynamic company and the way a process worked last year may not be the same this year. Figuring out how to optimize change is exciting and invigorating to you. Yet at the same time, the routine and repetitive nature of organizing and managing daily tasks is not boring to you; it is why you like this position.

• You enjoy working with a team. You understand that as an Office Administrator, you oversee your assigned responsibilities while providing support to colleagues throughout the company, so that everyone can succeed.

  Required Background and Skills:

• 3-5 years’ experience in office administration/management, customer service, or human resources.
• Exceptional organizational skills, accuracy, and attention to detail.

·         Strong interpersonal and communication skills, including phone, email, and writing.

• Bachelor’s degree or equivalent work experience.
• Sound judgment and decision-making, and strong problem-solving and prioritization skills. 
• Keen understanding of and/or experience in customer service and client relations.
• Ability to effectively communicate and work with Topiarius staff at all levels.
• Proficient knowledge of Microsoft Office suite and Google programs.
• Basic bookkeeping knowledge.
• Knowledge and experience with a variety of office equipment, including but not limited to computers, phones, printer/copier, etc.
• Fluent in English.
• Personal commitment to Topiarius’ mission.

Desirable Background and Skills:

• Ability to speak conversational Spanish.
• Experience supporting a small business.
• Experience with Human Resources processes.
• HR certification (e.g., SHRM-CP); an undergraduate degree in the area of Human Resources, Business Administration, or a related field; and/or 3-5 years’ experience in Human Resources.
• Experience with payroll software and employee benefits administration.
• Knowledge of landscape design, installation, and maintenance industry.

Expected Activity and Movement:

• Regularly sits at desk and works with computer.
• Intermittently moves throughout the office.
• Lifting (up to 40 pounds), bending on a regular basis.

What We Provide: 

Hours and Compensation:
Monday - Friday; business hours, full-time 40 hours, in-person.
Annual Salary: $60,000-$65,000

Benefits:
8 Paid Holidays. Paid Time Off (up to 10 days in first year) and Paid Sick time (up to 40 hours each year). Medical and dental insurance plans (PPO/HSA and HMO options). Dental Insurance. Vested retirement plan available after one year of employment and minimum 1,000 hours of work. Complimentary Life Insurance and Long-Term Disability plans.

Other Details:
Topiarius is a non-union shop. Our final candidates may be required to undergo a background check. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, national origin, or other status protected by applicable law. And nothing in this job description restricts the supervisor’s right to assign or reassign duties and responsibilities to this job at any time.

To Apply:
First, we highly encourage you to visit Topiarius’ website (www.topiarius.com) to become familiar with our company and our location. If you are interested in joining our team, please apply and be sure to include a cover letter. We will contact you if we are interested in scheduling an interview. Please refrain from phone calls.