Office Coordinator

The Office Coordinator is the first point of contact for our Chicago home office and plays a key role in creating a polished, seamless workplace experience. This role supports day‑to‑day office operations, reception back‑up, meeting coordination, office supply management, vendor relationships, and maintenance scheduling. The ideal candidate thrives in a fast‑paced environment, communicates clearly, and delivers a professional, service‑oriented experience for employees, clients, and guests.

• Answer and route incoming phone calls promptly and professionally
• Greet visitors, manage sign‑ins, and notify appropriate staff
• Maintain clean, organized reception and common areas
• Assist with mail, packages, and courier coordination
• Support emergency procedures and drills

• Partner with Executive Admins to coordinate in‑office and off‑site meetings and events
• Manage shared calendars, conference room bookings, and meeting logistics
• Support employee engagement activities, including room setup, catering, A/V needs, and guest arrangements
• Coordinate travel arrangements when needed
• Support onboarding logistics, including welcome materials, food/beverages, and seating arrangements
• Manage account creation, maintenance, and billing for shredding services, postage/meter accounts, and office supply vendors
• Support accounts for both the home office and advisor firms
• Reconcile invoices, monitor usage, and resolve billing issues

• Partner with Office Services on office supply and consumable orders and restocking
• Maintain inventory levels and process purchase orders as needed
• Coordinate specialty orders and ensure cost‑effective purchasing
• Process and reconcile expense reports related to office orders and services
• Manage maintenance plans and schedules for plant service, HVAC, and cleaning/janitorial
• Track service requests and ensure timely issue resolution
• Maintain vendor contacts, service logs, and compliance documentation
• Coordinate with building management on facility issues and repairs

• 2+ years’ experience in office coordination, reception, or administrative support
• Strong communication and customer service skills
• Proficiency in Microsoft 365 (Outlook, Teams, SharePoint, Excel)
• Ability to prioritize, multitask, and maintain high attention to detail
• Professional presence and ability to interact with all levels of staff

• Experience supporting multi‑site offices
• Familiarity with office service vendors (shredding, postage, supplies)
• Experience processing expenses or supporting basic budgeting
• Event planning or facilities coordination experience

• Service‑oriented and professional communication
• Strong organization and time management
• Problem‑solving and proactive follow‑through
• Accuracy in recordkeeping and billing
• Ability to handle confidential information
• Team‑oriented mindset with a positive, adaptable attitude

• Ability to work onsite full‑time
• Ability to lift up to 25 lbs. (supplies, packages, event materials)

• Coverage on the first day of employment for medical, dental, and vision insurance
• Paid parental leave (16 weeks for primary caregiver and 8 weeks for secondary caregiver)
• Flexible PTO plan
• 401k matching plan
• HSA employer contributions
• Student loan assistance

You are a U.S. citizen, U.S. permanent resident or possess other unrestricted U.S. work authorization and will not require sponsorship for U.S. work authorization now or anytime in the future.