Location: Chicago; Industry: Various
As the Office Coordinator, you will play a pivotal role in maintaining the smooth operation of this Capital Markets firm. You will be responsible for greeting guests, providing administrative support, organizing meetings, and making sure the overall office is kept to company standards. The successful candidate will enjoy taking ownership of the role and making it their own, hold themselves to high standards, and appreciate a team that is collaborative, hard-working, and welcoming. This is a temporary-to-hire opportunity. Apply now!
- Greet and assist visitors and employees in a courteous and professional manner.
- Manage incoming and outgoing phone calls and emails, directing them to the appropriate colleagues.
- Maintain a neat and organized front desk area.
- Handle mail and courier services, including sorting, distributing, and ensuring timely processing.
- Assist with data entry, document preparation, and other administrative tasks as needed.
- Coordinate and schedule meetings and conference room bookings.
- Monitor and maintain kitchen and office supply levels, ensuring stock is always available.
- Coordinate equipment repairs and maintenance, including printers and kitchen appliances.
- Collaborate with building management to ensure a clean and safe office environment.
- Report and manage office repairs, maintenance, and safety issues as they arise.
- Assist employees with travel bookings, including flights, accommodation, and transportation.
- Help manage travel itineraries and ensure a smooth travel experience.
- Assist in organizing company events and social gatherings.
- Coordinate catering, decorations, and other event-related logistics.
- Ensure effective communication within the office by managing internal announcements and notices.
- Assist with distributing mail, emails, and phone messages to colleagues.
- Assist in maintaining accurate employee lists and directories.
- Bachelor’s Degree from a 4-year university in business administration or a related field
- Excellent communication and interpersonal skills.
- Professional and friendly demeanor.
- Strong organizational and time-management abilities.
- Attention to detail and problem-solving skills.
- Ability to handle multiple tasks and prioritize effectively.
- Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and other office software.
- Basic knowledge of office equipment and maintenance.
- 0 – 3 years of experience in an office environment.
- Previous office coordination or administrative experience preferred.