Office & Administrative Coordinator

Join our team as an Office & Administrative Coordinator at our Chicago HQ. In this role, you will be responsible for keeping the office safe, organized, and running smoothly, serving as the primary on-site point of contact for building communications, facilities requests, maintenance, and emergency preparedness. You will also provide day-to-day administrative support to select executives, including scheduling, travel, expenses, and project coordination. The ideal candidate will have 3-5 years of experience in office administration, facilities coordination, workplace operations, hospitality, or a related support role.

• Assurer la sécurité, l'organisation et le bon fonctionnement du bureau de Chicago, en coordonnant les communications avec le bâtiment et les demandes de maintenance.
• Fournir un soutien administratif quotidien aux cadres, y compris la planification, les voyages, les dépenses et la coordination de projets.
• Gérer l'inventaire du bureau, le courrier/FedEx, et la documentation des fournisseurs, y compris les certificats d'assurance.

• 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