Job Description

We are seeking a dynamic and highly organized Office Administrator to join our team! In this vital role, you will be the backbone of daily operations, ensuring the smooth and efficient functioning of our office environment. Your energetic approach and exceptional organizational skills will help coordinate administrative tasks, manage schedules, oversee vendor relationships, and support team members across various departments. This position offers an exciting opportunity to contribute to a thriving organization where your proactive attitude and attention to detail will make a real impact.

• Position: Office Administrator
• Location: Chicago, IL 60606
• Schedule: Monday–Friday, 8:00 AM–5:00 PM
• Compensation: $30 per hour
• Experience Required: 3–5 years in office administration

We are seeking a highly organized and proactive Office Administrator to support daily headquarters operations. This role is essential in ensuring a productive, efficient, and welcoming office environment. The ideal candidate will be a polished professional with strong communication skills, exceptional attention to detail, and the ability to manage a wide range of administrative, operational, and facilities-related tasks.

This position collaborates closely with both local and global Corporate Services teams to maintain high service standards, support business operations, and deliver an exceptional employee and guest experience.

KEY RESPONSIBILITIES

Office Administration & Operations

• Oversee daily office operations to ensure efficiency, organization, and safety.
• Provide onsite reception coverage; professionally answer, route, and respond to calls and email inquiries.
• Greet employees and guests warmly while maintaining a polished, hospitable atmosphere.
• Coordinate in-office meetings, including conference room preparation, A/V support, catering oversight, and calendar scheduling.
• Manage shipping and receiving operations, including courier coordination and daily mail distribution.
• Review invoices, assist with budget organization, and maintain accurate administrative documentation.
• Support internal and external guest services, including workspace scheduling and security access.
• Maintain tracking tools for office seating, capacity, budgets, onboarding, vendor information, and other operational data.
• Provide supplemental support to firm leadership for meeting coordination, project tasks, and occasional meal preparation.
• Assist with onsite event execution as needed.

Facilities & Space Management

• Maintain facility operations in alignment with firm needs and industry best practices.
• Serve as a key liaison for building management, vendors, and employee requests.
• Ensure all office spaces and equipment are well-maintained, clean, and fully functional.
• Manage office inventory, ordering, and restocking.
• Support compliance programs such as Fire and Life Safety and Health & Safety (training provided).
• Manage seating plans and assist with office moves or adjustments to support workflow and collaboration.

Onboarding Support

• Prepare seating assignments and desk setups for new hires.
• Manage employee ID badge activations and deactivations.
• Capture and upload professional headshots.
• Complete I-9 verifications and scan necessary documentation.
• Provide new joiners with facility tours and onboarding support.

Corporate Services Collaboration

• Participate in Corporate Services team initiatives, meetings, and ongoing operational improvements.

QUALIFICATIONS & REQUIREMENTS

• 3–5 years of office operations or administrative experience; financial services environment preferred.
• Strong verbal and written communication skills.
• Excellent organizational skills with the ability to multitask and manage competing priorities.
• High attention to detail, strong follow-through, and a proactive mindset.
• Professional, positive, and trustworthy demeanor.
• Ability to work independently while balancing team initiatives.
• Proficiency in Microsoft Office Suite; Excel financial management skills are a plus.
• Strong interpersonal skills with the ability to manage conflict diplomatically.
• Commitment to delivering exceptional customer service

You’ll join a supportive, high-energy team delivering world-class workplace experiences for global clients. This is an excellent opportunity to grow within a professional, service-driven corporate environment.

Equal Opportunity Employer: We provide equal employment opportunities to all qualified applicants and do not discriminate based on race, color, religion, sex, sexual orientation, gender identity, national origin, or disability.

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