Job Description

Why Hallstar?

Hallstar is a global specialty chemistry supplier that uses technical expertise and knowledge to improve our customers’ products and profitability. We resolve functionality challenges and create custom solutions, and we pride ourselves on helping customers develop next-generation products quickly, dependably and on budget. We are results-driven and passionate about our customers and our people, ethical in our business practices and experts in our markets. These values have been key to our decades of success in helping beauty and personal care and industrial companies solve complex problems and offer breakthrough products. Headquartered in Chicago, Illinois, we are growing globally while retaining the agility, responsiveness and personal touch usually associated with smaller firms. To learn more, visit .

Position Summary

We are currently seeking a candidate interested in the position of Office Assistant. The Office Assistant performs essential administrative job functions including providing operational office support and performing receptionist duties. The ideal candidate will be dynamic, ambitious, motivated, and love working on various assignments simultaneously. This position is located at Hallstar’s Corporate Headquarters in downtown Chicago.

Essential job functions include:

General

• Provide general office assistance to Hallstar employees as and when needed.
• Ordering breakfast/lunch for meetings as requested by other Team members
• Keeping Front office/Conference rooms/Boardroom tidy and clean
• Assist the HR department with miscellaneous tasks
• Filing/Retrieving Personnel Records and Pension records, I-9, Ethical Business Practices and other clerical duties as required.

Mail/Supply Room Responsibilities:

• Processing US Mail & FedEx
• Ordering Office Supplies & keeping inventory of office supplies including printer toners & cartridges
• Maintaining all office machine/equipment (call for repairs)

Invoices / Accounts:

• Process all incoming invoices for payment, assign or create PO, process through accounting system, receive PO and forward paperwork to accounting for payment
• Administrator for Staples & Amazon accounts

Housekeeping duties:

• Load and run dishwasher daily
• Put clean dishes / utensils / glasses back each morning
• Ensure basic housekeeping of area
• Main contact for water delivery service
• Clean out refrigerator, once a month (throw out old food, containers, etc. and wipe down inside and out)

Receptionist Work:

• Answer door and calls that come to general number. Direct guests and calls to the right person.
• Adding guests to the Building Engine/ Security System
• Requesting pickup to send files to Storage
• Order Business Cards, and other stationary as required.
• Other duties as assigned.

POSITION REQUIREMENTS

• High School Diploma or GED required; Associates degree preferred.
• 1-2 years relevant experience required, in a corporate environment.

RECOMMENDED SKILLS

• Must have experience with Microsoft Office software.
• Knowledge of SAP is a plus.
• Ability to consistently display a positive, professional, customer service focus
• Must be customer-driven and able to interface with both internal and external clients including organizational leadership
• Strong project management skills, with good attention to detail and an exemplary commitment to meeting deadlines
• Must be able to make decisions and work autonomously in ambiguous situations
• Entrepreneurial spirit; sense of urgency;
• Proactive and task driven

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