Lockton is a global professional services firm with more than 8,000 Associates who advise clients on protecting their people, property and reputations. Lockton has grown to become the world's largest privately held, independent insurance broker by helping clients achieve their business objectives. Check out the latest insights from Lockton's experts.  


A few reasons Associates love working at Lockton include:

  • Opportunities for growth and advancement, including paid training and professional development.
  • 12-week paid parental leave.
  • An emphasis on community involvement and giving back.
  • Frequent athletic and wellness events.
  • Incredibly generous rewards; US Associates receive a Rolex for their 10-year anniversary!
  • We are uncommonly and perpetually independent.

Assistant Office Services Manager

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Administration
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796 Total Views

Supervision and management of reception, hospitality, supplies, print/bind, shipping, records management, vendor contracts, and facility oversight. The Assistant Office Services Manager works hand-in-hand with the team lead to generate and implement overall department procedures, practices, and sequencing of operations to maximize workflow. As manager, serves as the Office Services Department (OSD) contact; can provide coverage and instruction on all duties and procedures, and communicates to proactively ensure smooth team operations and effective collaboration.

 

 

RESPONSIBILITIES INCLUDE:

Records Management

  • Ensures Series compliance with Lockton Record retention schedule and communicates required information to appropriate Associates.
  • Responsible for off-site record storage management to include cataloging, retention, retrieval, and destruction.

Invoices

  • Monitors & tracks invoices, approves for payment, and alerts Manager/Director on questionable expenses.

Vendor/Supply Management

  • Negotiates with vendors and suppliers to maintain optimum level of supplies and service at best price; ensures compliance with Lockton brand.
  • Oversees hospitality amenities, supply levels and pricing; includes appliance purchase and repair.
  • Oversees office supply inventory, supply levels, and pricing.
  • Oversees copy and printer resources for the office and partner offices.

Reception

  • Working knowledge of Lockton multi-line phone reception technology and ability to navigate data to properly transfer callers.

Mail Services

  • Establish and maintain multiple mail/ship/courier accounts; oversees appropriate spending; includes distribution of incoming mail.

Hospitality Management

  • Coordination and planning of in-office events, including company parties and happy hours.
  • Coordination of A/V, food & beverage, and other items as requested for meetings held within the office.
  • Upkeep, maintenance, and stocking of in-office bar (Jack’s Place).
  • Facilities Management

  • Liaison with property management for maintenance, security, and other facilities requests as needed.
  • Coordinate workspace moves, construction, repairs, and office space tours.
  • Provides support to partner offices as required; may include overnight travel.
  • Provide project management for property buildouts when applicable.
  • Emergency Action Plan

  • Project Manager/Tenant Representative for the office Emergency Action Plan.
  • Office Service Team Management

  • Provide leadership, training, project management, supervision, and problem resolution for team.
  • Coordinate workflow within team; ensure sufficient coverage in all areas of service.
  • Hold regular team meetings to ensure consistency, discuss progress, address issues and identify opportunities.
  • Set and communicate clear team goals, delegate tasks, and set deadlines.
  • Listen to team members' feedback and Associate concerns; resolve any issues or conflicts.
  • Research and submit department budgeting/strategic planning for each new fiscal year.
  • Manage/approve team expenses, time reports, over-time and absence management.
  • Responsible for monitoring expenses and new hire/intern/temp budget.
  • Lead recruiting, interviewing, hiring, and termination for office services Associates.
  • Establishes and coordinates training plans for new office services Associates on department processes and procedures; facilitates new Associate training on team practices.
  • Executes, documents, and conducts performance reviews and mid-year check-ins (at a minimum) for direct reports to include: coaching, identifying training needs, rewards, and promotion strategies in concert with Lockton processes.

    OTHER RESPONSIBILITIES

  • Establish relationships and partnerships with peers in other offices throughout the series and Lockton (as necessary).
  • Work with series peers to streamline processes across the series for consistency.
  • Coordinates the purchase and distribution of holiday gifts for clients and greeting card mailings.
  • May attend meetings or social events with Producters and Unit Managers to assist as requested.

 

  • REQUIREMENTS

  • Associate degree in general business or equivalent education/experience preferred.
  • Five to seven years professional experience performing in a similar role preferred.
  • Proficiency in the use of Microsoft Office, including Word, Excel, PowerPoint, and Access.
  • Advanced skills with email and calendar systems such as Outlook.
  • Experience with internet, including knowledge of LinkedIn, Facebook, and other social media platforms for the purposes of professional networking.
  • Ability to organize and prioritize work to meet deadlines.
  • Demonstrates efficiency in streamlining processes and workflow.
  • Strong verbal, written, analytical, and interpersonal skills.
  • Ability to track production volume, turnaround, and quality of work performed.
  • Ability to be a team player, share responsibilities, and promote a team environment among team members.
  • Ability to lift 50 lbs.
  • Ability to communicate professionally with internal clients and external vendors and develop strong working relationships.
  • Excellent negotiation, decision-making, and problem resolution skills.
  • Appropriately assertive personal presence to interface with clients, associates and other individuals, in both one-on-one and group situations; represent Lockton in the highest professional manner.
  • Strong value of service to others.
  • Ability to travel by automobile and aircraft and to stay for more than one day and night in commercial lodging facilities.
  • Legal right to work in the United States.

Lockton Companies LLC is proud to provide everyone an equal opportunity to grow and advance. We strive to cultivate an environment that learns from, celebrates, and thrives because of our breadth of differences. We are committed to fostering a culture where every member of the Lockton family feels valued and accepted as they are and safe to bring their authentic selves to work every single day. At the end of the day, our mission is to ensure that our family can be anyone’s family.

No Agencies Please

Any Employment Agency, person or entity that submits an unsolicited resume to this site does so with the understanding that the applicant's resume will become the property of Lockton Companies, Inc. Lockton Companies will have the right to hire that applicant at its discretion and without any fee owed to the submitting Employment Agency, person or entity. Employment Agencies, who have fee Agreements with Lockton Companies must submit applicants to the designated Lockton Companies Employment Coordinator to be eligible for placement fees.

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