Office & Administrative Coordinator

Who you are

• 3–5 years of experience in office administration, facilities coordination, workplace operations, hospitality, or a related support role
• A track record of making sound judgment calls independently, knowing what to own and what to escalate, even with incomplete information
• Demonstrated experience proactively improving a process or system without being asked
• Comfort managing vendor relationships and light negotiations (pricing, scheduling, service issues) on your own
• Confidence in communicating and managing up with senior stakeholders and executives
• Strong organization, attention to detail, and the ability to juggle multiple priorities in a fast-paced environment
• Clear, professional written and verbal communication
• Proficiency with office productivity tools, calendars, and building or vendor portals
• Regular on-site presence in the Chicago office, including light physical tasks such as moving supplies or event materials
• Ability to maintain confidentiality and exercise discretion
• Experience working directly with commercial building management teams or facilities vendors
• Familiarity with emergency preparedness, visitor access, or security/access administration (e.g., Kastle, SOC 2)
• Experience supporting employee events, executive meetings, or vendor transitions
• Experience with expense, travel, or coworking platforms

What the job involves

• OFFICE MANAGEMENT (Chicago HQ)
• Keep the Chicago office safe, organized, and running smoothly (common areas, meeting rooms, kitchens, and shared workspaces)
• Serve as the primary on-site point of contact for building communications, facilities requests, maintenance, and emergency preparedness
• Coordinate with building management and vendors to resolve office needs: repairs, supplies, deliveries, security, and general logistics
• Manage office inventory, mail/FedEx, and vendor documentation, including Certificates of Insurance
• Own the office event calendar and help coordinate meetings, training, and events (rooms, setup, catering, and access)
• Support coworking coordination with Colliers/Upflex, partnering with systems support on access or connectivity issues
• Greet and assist visiting employees, candidates, clients, and guests
• ADMINISTRATIVE SUPPORT (EA Team Support)
• Provide day-to-day administrative support to select Executives: scheduling, travel, expenses, and project coordination
• Coordinate calendars and meetings, including conference room booking and video conference setup
• Book travel and process expense reports in partnership with, and under the guidance of, the supervising Executive Assistant
• Prepare correspondence, documents, and presentation materials; support data entry and formatting
• Screen, route, and organize incoming emails and correspondence
• Provide backup coverage across the EA team during PTO, high-volume periods, or transitions
• Support ad hoc administrative and departmental projects assigned