Office Coordinator

Barry Callebaut Group

About The Role

Barry Callebaut (BC) seeks an energetic and enthusiastic Office Coordinator to join their regional corporate team in Chicago. This role is the first point of contact for employees, customers, and Chocolate Academy guests, responsible for delivering exceptional customer service, impacting candidate experience, coordinating day-to-day operations, and maintaining an organized, best-in-class work environment.

Key Responsibilities

• Provide onsite support at the Chicago office and Global Innovation Center five days per week.
• Create a welcoming and professional first impression by greeting all visitors.
• Conduct daily office walk-throughs to ensure conference rooms, equipment, kitchens, and common spaces are in good working order, initiating service calls and replenishing supplies.
• Manage general incoming phone inquiries.
• Oversee inbound and outbound mail via USPS, FedEx, and UPS.
• Serve as the primary contact for suppliers, service providers, and vendors.
• Interface with building management, including communicating building-wide announcements, registering visitors with security, and coordinating deliveries.
• Assist with planning and executing internal meetings and workshops, including room setup, catering, visitor registration, and check-in.
• Coordinate with HR to support the onboarding process for New Hires, including tours, welcome gifts, badge access, and providing new hire resources.
• Coordinate with the Chocolate Academy Coordinator to implement the Customer Experience Framework.
• Lead the Social Committee (2 events per month, annual summer party, 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.

Qualifications

• 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.
• Ability to grow career within an organization that values development and internal career growth.