Operations Administration Assistant Jobs in Illinois

Location: Rosemont, Illinois

Work model: On-site

Schedule: Approx. 8:00 AM - 5:00 PM

Employment type: Full-time, salaried / exempt

Salary range: USD 85,000 - 113,000

Travel: No regular travel required

DHL Customer Solutions & Innovation is looking for a hands-on Technology & Operations Specialist to support the day-to-day operations of the DHL Americas Innovation Center in Rosemont, IL.

This role is responsible for helping ensure the Innovation Center operates smoothly, looks polished, and is ready to support internal teams, external visitors, customer engagements, and business activities. The position combines facility operations, vendor coordination, site readiness, administrative coordination, budget/invoice support, and operational follow-up.

This is not a traditional administrative assistant role. It is also not a warehouse or logistics operations role. The ideal candidate will have strong experience in facility management, building operations, workplace services, site operations, or property/facilities coordination, with the ability to independently manage daily site needs in a professional, customer-facing corporate environment.

The DHL Americas Innovation Center is a customized environment that includes showroom spaces, meeting areas, customer engagement rooms, office areas, and technology-enabled building elements. This role helps ensure those spaces are functional, well-maintained, visitor-ready, and aligned with the high standards expected in a global corporate Innovation Center environment.

       Manage day-to-day operational needs of the DHL Americas Innovation Center.

       Ensure the facility is functional, clean, polished, and ready for internal and external stakeholders.

       Monitor showroom spaces, meeting rooms, office areas, visitor areas, and shared spaces to ensure a consistent, high-quality experience.

       Identify and follow up on facility issues such as repairs, maintenance needs, space readiness, equipment concerns, or building-related problems.

       Support preventative maintenance activities and help maintain strong building standards.

       Ensure facility functionality and building appearance meet expectations for a customer-facing corporate environment.

       Help maintain a proactive approach to facility care rather than reacting only after issues become visible.

       Coordinate with vendors, contractors, maintenance providers, cleaning services, building management, and other service partners.

       Follow up on open issues, service requests, vendor timelines, and facility-related work orders.

       Help ensure vendors deliver work on time, at the expected quality level, and with proper communication.

       Support ongoing contract and service provider coordination.

       Escalate issues when needed and keep stakeholders informed of progress.

       Apply good judgment when resolving building or vendor-related issues promptly and cost-effectively.

       Support administrative coordination connected to facility operations and site management.

       Assist with purchase orders, invoices, budget tracking, procurement coordination, and related documentation.

       Partner with internal teams to ensure operational requests are handled accurately and on time.

       Maintain organized records related to vendors, services, invoices, budget items, and facility activities.

       Coordinate with finance, procurement, and internal stakeholders as needed.

Note: Procurement systems and invoice processes can be trained. The stronger priority is facility operations experience, vendor follow-up, and ownership of the physical site.

       Support a polished and professional experience for DHL stakeholders, customers, visitors, and global team members.

       Help prepare spaces for meetings, customer engagements, showroom visits, and internal activities.

       Support occasional events or evening needs when required, although events are a limited part of the role.

       Collaborate with the local Rosemont team and the broader global Innovation Center operations team.

       Contribute to improvement ideas that keep the Innovation Center engaging, modern, and operationally strong.

       Support renovation, rebuild, customization, or space improvement projects when needed.

The ideal candidate will bring experience in one or more of the following areas:

       Facility management

       Building operations

       Workplace operations

       Workplace services

       Site operations

       Facilities coordination

       Property management

       Corporate real estate operations

       Building services coordination

       Customer-facing facility or showroom operations

       Strong facility management, building operations, workplace services, or site operations experience.

       Experience coordinating vendors, contractors, maintenance providers, or facility service providers.

       Ability to independently manage daily site needs with limited supervision.

       Strong follow-up skills and attention to detail.

       Ability to maintain a polished, customer-facing corporate environment.

       Strong communication skills with internal stakeholders and external vendors.

       Comfort working on-site in Rosemont, IL.

       Ability to work a standard business schedule, approximately 8:00 AM - 5:00 PM, with occasional flexibility for evening support depending on business needs or events.

       Experience supporting showroom spaces, customer experience centers, innovation centers, executive briefing centers, conference centers, or customized corporate environments.

       Experience with renovation, rebuild, construction coordination, office moves, or space customization projects.

       Experience with procurement, invoice coordination, purchase orders, budget tracking, or vendor documentation.

       Experience using Coupa, NGeP, or similar procurement systems.

       Basic technical troubleshooting or smart building exposure.

       Hospitality operations experience, if combined with facilities, workplace, property, or building operations responsibilities.

       Experience working with global or international corporate teams.

       Warehouse or logistics operations

       Event coordination without facility/vendor responsibility

       Innovation or technology roles without building operations exposure

       Front desk or reception roles without site operations ownership

       Keep the Innovation Center running smoothly every day.

       Ensure the space looks polished, functional, and visitor-ready.

       Follow up quickly and consistently with vendors and service providers.

       Solve facility issues before they become larger problems.

       Support internal stakeholders with professionalism and urgency.

       Balance hands-on facility operations with accurate administrative follow-up.

       Work independently and take ownership of the Rosemont site.

       Help maintain the Innovation Center as a modern, engaging, customer-facing DHL environment.

This is an opportunity to support a unique DHL environment that is more dynamic than a standard corporate office. The Innovation Center is a customer-facing space designed to showcase ideas, solutions, and collaboration.

       A new and customized Innovation Center environment.

       Exposure to a global corporate team.

       High visibility with internal stakeholders and visitors.

       A diverse and engaging workplace.

       A role with strong independence and ownership.

       The opportunity to help shape the pace, structure, and daily operations of the site.

       A balance of facility operations, workplace experience, vendor coordination, and stakeholder support.

       A polished showroom and customer engagement environment connected to DHL's broader innovation strategy.