Office Manager

About Us:

DV Trading is part of a global group of financial services firms utilizing their own capital, trading strategies, and risk management methodologies to provide liquidity to worldwide financial markets and across asset classes. Founded 20 years ago, and headquartered in Chicago, the DV group has grown to approximately 600 people operating throughout North America, Europe, the UAE, and Asia.  DV affiliates include two broker dealers, a futures commission merchant, and a registered investment adviser.

Overview:

The Office Manager/Receptionist plays a crucial role in maintaining an efficient and professional office environment. This role involves managing reception duties, coordinating office operations, assisting with administrative tasks, and ensuring a welcoming atmosphere for employees and visitors.  

Responsibilities:

• Oversee daily office operations, ensuring an organized, efficient, and well-maintained workplace.
• Manage office and pantry inventory; conduct regular stock checks and coordinate catering.
• Coordinate maintenance, repairs, and office projects; serve as the primary liaison with building management.
• Manage vendor relationships (cleaning, maintenance, security, suppliers) and maintain vendor records.
• Maintain office standards, shared spaces, and overall workplace functionality.
• Oversee seating plans, desk allocation, and floor utilization; maintain accurate floor maps and support headcount forecasting.
• Track office expenses, manage budgets and corporate cards, and monitor spend vs. actuals.
• Manage access and security processes, including building passes, visitor logs, and emergency contacts.
• Coordinate onboarding and offboarding, including desk setup, system access, and collaboration with HR and IT.
• Greet visitors and manage front desk operations, ensuring a professional and welcoming experience.
• Handle mail, packages, and deliveries.
• Schedule meetings and manage conference rooms, including virtual setups (e.g., Teams).
• Provide administrative support, including managing calls, emails, databases, and basic bookkeeping tasks.
• Ensure compliance with company policies and safety regulations.
• Support employee experience initiatives, including office events, meals, and perks.
• Assist with cross-office coordination, special projects, and ad hoc administrative tasks.

Requirements:

• High school diploma or equivalent (associate or bachelor’s degree preferred).
• 5+ years of experience in office administration, reception, or related roles.
• Excellent verbal and written communication skills.
• Strong organizational and multitasking abilities.
• Comfortable partnering cross-functionally with HR, IT, Finance, and leadership
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and office equipment.
• Professional and friendly demeanor with strong customer service skills.
• Ability to work independently and handle confidential information.
• Attention to detail and problem-solving skills.

Benefits:

• Discretionary bonus eligibility
• Medical, dental, and vision insurance
• HSA, FSA, and Dependent Care Options
• Employer Paid Group Term Life and AD&D insurance
• Voluntary LTD, Life & AD&D insurance
• Flexible Vacation policy
• Retirement plan with employer match
• Paid Parental Leave
• Wellness Programs

Annual compensation range $70 – 80K base + discretionary bonus

DV is not accepting unsolicited resumes from search firms. Only search firms with valid, written agreements with DV should submit resumes in response to DV’s posted positions. All resumes submitted by search firms to DV via e-mail, the Internet, personal delivery, facsimile, or any other method without a valid written agreement shall be deemed the sole property of DV, and no fee will be paid in the event the candidate is hired by DV. DV is proud to be an equal opportunity employer and committed to creating an inclusive environment for all employees.