PRESENCE is a national, independently owned, natural products broker and service provider that was born from a desire to work in a progressive, vibrant and environmentally conscious industry while building communicative partnerships with other like-minded companies. We are passionate about taking better care of the planet and ourselves, we have high energy, strong standards, strategic vision and are committed to making natural and organic products the standard again. We love to learn, are on-trend and care about our teams and their well-being.

A little about this role:

This is a part-time office-based administrative position that requires partnering and working very closely with the Human Resources Specialist to help manage and day-to-day operation of the South Barrington office. This position would come into the South Barrington office from 10AM to 2PM daily. This position also provides support to the COO and President.

A day in the life:

• Office Coordination/Special Requests – These responsibilities comprise the core of this position. Responsibilities include, but are not limited to: answering phones, handling mail, maintaining a clean office, delivering packages, ordering product and stocking the sample room, handling requests from employees as needed, ordering KeHe/Frontier and office supply orders, fulfilling premium and PPE orders,
• Building/Appliance Maintenance: Coordination of all building maintenance, including bathrooms (hand dryers/sinks/toilets/plumbing); carpets/rugs; cleaning service; kitchens/conference rooms (dishwashers/refrigerators/sinks/drinking water dispensers); pest/rodent removal; HVAC (thermostats, heating/cooling requests, purchase/replace filters); plumbing; waste removal/recycling; water filtration; workstations/furniture maintenance; landscaping; sprinkler system; water filtration system, etc.; work with office contractor as needed (special requests)
• Security/Safety: Fire extinguishers annual checkup, working with HR to coordinate safety drills and updating safety documents/posters in office, fob maintenance
• Internal Celebrations: Office birthday cards (make card, distribute with name checklist); milestone birthdays (decorate office/cubicle, buy cupcake); baby showers for office staff. Mail wedding/baby gift cards to non-internal employees as advised by HR Specialist.
• Executive Team Meetings: Arrange hotels and transportation, meals, and other requests as necessary
• Client/Guest/Internal Meetings: Arrange hotels and transportation as necessary; work with meeting host(s) to handle room set-up; take/place meal orders, pick up orders, distribute, set up, and clean up; handle other requests as necessary.
• Special projects/Errands: As necessary and/or requested.
• Executive Assistance to COO & President– This position will assist the Chief Operating Officer with a variety of needs, including but not limited to: office support (e.g., typing, data entry, copying, faxing, maintaining files for various office personnel); business and personal errands as assigned (meal orders, pick-up and set-up, other requests as assigned).

This job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Projects and responsibilities may change at any time with or without notice due to our business, industry, and/or market changes. Additional travel may be required for industry tradeshows and/or company meetings and events.

What we are looking for: