Office Coordinator

About the role: 

Barry Callebaut is a global organization poised for growth; a company which has embraced the vision to delight its customers, while out-performing its competitors, a business which is committed to sustainability, has innovation in its DNA, is a leader in complex manufacturing and supply chain solutions and is focused on being a best-in-class employer. Barry Callebaut (BC) seeks diverse and passionate people who thrive in a dynamic environment, focused on continuous learning, living BC’s Values and of course loving chocolate.

Barry Callebaut is seeking an energetic and enthusiastic Office Coordinator to join our regional corporate team in Chicago. This highly visible role is the first point of contact for employees, customers, and Chocolate Academy guests. The role is responsible for delivering exceptional customer service, impacting the candidate experience, coordinating day-to-day operations, and maintaining an organized, best in class work environment. As the world’s largest Chocolate and Cocoa manufacturer, Barry Callebaut is committed to providing the very best customer and employee experience possible.

Key responsibilities include: 

●    Provide onsite support at the Chicago office and Global Innovation Center five days per week. 
●    Create a welcoming and professional first impression of the company by greeting all visitors including customers, vendors, and current and prospective employees. 
●    Conduct daily office walk-throughs to ensure conference rooms, equipment, kitchens, and common spaces are in good working order. This includes initiating service calls for broken equipment; and replenishing kitchen/office supplies and reception provisions (ex. front desk beverages, Chocolate Wall). 
●    Manage general incoming phone inquiries. 
●    Oversee inbound and outbound mail via USPS, FedEx, and UPS by receiving deliveries, coordinating packages/mail pick-up, and facilitating FedEx shipments.
●    Serve as primary contact for our suppliers, service providers, and vendors.
●    Interface with building management, including communicating building-wide announcements to Chicago office employees, registering incoming visitors with building security, and coordinating deliveries with the loading dock. 
●    Assist with planning and executing internal meetings and workshops. This can include reserving and setting-up conference rooms, ordering and setting-up catering, adding visitors to the building's security system, and overseeing check-in tables.
●    Coordinate with HR to support the onboarding process for New Hires. This can include office tours, creating welcome gifts, building badge access, providing new hire resources (ex. digital welcome pamphlet), and supporting onsite Onboarding Days.
●    Coordinate with the Chocolate Academy Coordinator to implement the Customer Experience Framework. This can include greeting customers, offering refreshments, storing belongings in a secure place, and guiding visitors to the appropriate room.
●    Lead the Social Committee (2 events per month, annual summer party, and yearly holiday party) and Safety Committee. 
●    Support Commercial VPs with travel arrangements and expense reports. 
●    Assist with ad hoc projects based on time and availability. 

About you:

●    Bachelor’s Degree or 3 years of relevant office administration experience 
●    Proficiency in Microsoft Office Suite
●    Strong organizational skills, flexibility, and ability to handle multiple tasks in a fast-paced work environment Strong written communication skills with outstanding verbal communication skills.
●    Demonstrates enthusiasm for building relationships 
●    Reflects the Barry Callebaut values of entrepreneurship, passion, customer focus, team spirit and integrity 
●    The ability to grow your career within an organization that values development and internal career growth
●    As the Office Coordinator, you will gain valuable business experience in a dynamic and positive working environment

What you can expect from Barry Callebaut:

●    A competitive compensation package in the hourly range of $24-28 depending on factors such as experience and location and our comprehensive benefits package and vacation time
●    A collaborative atmosphere with like-minded individuals who are passionate about chocolate
●    An atmosphere where diversity is embraced, and inclusivity is second nature. We call it #OneBC! Just ask our champions with the Americas Women’s Forum and the Racial Equality Forum!
●    Ability to grow personally and professionally within an organization that values development and internal career growth.
●    Be part of our mission in making sustainability the norm through Forever Chocolate with priorities centered around prospering farmers, zero child labor, carbon and forest positive, and creating 100% sustainable ingredients in all of our products.