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Basis Technologies
Office & Administrative Coordinator
11 days ago
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Important information
Contract type:
Permanent
Salary:
$59,046 – $65,000 / year
Location:
Chicago, IL, USA
Work mode:
Onsite
Published on:
15 October 2026
What they need
- 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- Demonstrated experience proactively improving a process or system without being asked
- Strong organization, attention to detail, and the ability to juggle multiple priorities in a fast-paced environment
- A track record of making sound judgment calls independently, knowing what to own and what to escalate, even with incomplete information
- Proficiency with office productivity tools, calendars, and building or vendor portals
- Ability to maintain confidentiality and exercise discretion
- 3–5 years of experience in office administration, facilities coordination, workplace operations, hospitality, or a related support role
- Comfort managing vendor relationships and light negotiations (pricing, scheduling, service issues) on your own
- Clear, professional written and verbal communication
- Confidence in communicating and managing up with senior stakeholders and executives
- Regular on-site presence in the Chicago office, including light physical tasks such as moving supplies or event materials
- Familiarity with emergency preparedness, visitor access, or security/access administration (e.g., Kastle, SOC 2)
- Experience working directly with commercial building management teams or facilities vendors
- Experience supporting employee events, executive meetings, or vendor transitions
- Experience with expense, travel, or coworking platforms
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