Office Manager/ Receptionist in Downers Grove, IL at STENOGRAPH, LLC

Date Posted: 9/6/2023

Job Snapshot

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Job Description

The Office Manager reports to the Customer Care Manager and manages reception and mail responsibilities while providing quality and friendly customer service. This candidate will satisfy internal and external customer concerns resolving issues by clarifying information, routing customers to their proper destination, using resources within all internal departments and external sources. Also coordinates and facilitates company-wide communications and events.

The Company
Stenograph LLC is a world leader in the court reporting industry and has been in business for over 75 years. Stenograph provides a full suite of products and software for dictation and transcription applications. The company offers shorthand writing machines and computer-aided transcription software for the information technology needs of the court reporting and captioning communities. The company also provides training materials and professional development courses for students and court reporting professionals. The company markets its products through its sales force and distributors in the United States and internationally. 

Stenograph is solely owned by The Heico Companies, LLC, a privately held, $2B revenue company that specializes in acquiring distressed assets, improving their performance, and holding them for the long term. The Heico Companies manages diverse businesses through four platforms: Metal Processing, Construction, Ancra, and Pettibone.

Primary Responsibilities

  • Primary operator and reception duties; ensures proper coverage when away from desk or office.
  • Meet and greet all visitors and ensure all are signed in with the front desk prior to entering the building.
  • Primary mail coordinator for inbound and outbound mail and packages; ensures coverage when away from office.
  • Manage office layout and coordinate seating arrangements with managers.
  • Send out companywide / office wide communication related to meetings, company events, building related matters, etc.
  • Assist with planning, coordination and setup for special events and other on-site and off-site meetings; arrange catering and A/V coordination as needed.
  • Leads the event committee for employee engagement events.
  • Provide location and accommodation information for visitors and assist with arrangements as requested.
  • Maintain company phone and subscriber mail lists.
  • Ordering and maintaining stock of office supplies, mindful purchasing decisions adherence to budget.
  • Assist Human Resources department with onboarding and engagement activities.
  • Assist with other tasks and projects in other departments including the President on as needed basis.
  • Maintain order and stock levels throughout break areas.


  • High school diploma or GED equivalent, 2+ years’ experience as an administrative assistant.
  • Strong organizational skills and must have the ability to manage time and the urgency of priorities within the job responsibilities.
  • Knowledge of general office practices and procedures, good written, verbal communication, problem solving skills and the ability to multi-task in a fast-paced environment.
  • Proficiency in Microsoft Windows operating system and a thorough knowledge of MS Word, MS Excel, MS PowerPoint, and MS Outlook.
  • Ability to make basic decisions according to established policy and maintain regular and predictable attendance.
  • Accuracy and attention to detail, meeting deadlines, outgoing, approachable interpersonal skills, and a willingness to learn new technologies.
  • In office on site, Downers Grove, IL. Monday- Friday 8a-5p position.

Other Duties:  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. Duties, responsibilities, and activities may change at any time with or without notice.