Front Desk & Office Operations Coordinator

The Equus Group; Chicago (IL); On-site; USD 40,000 - 48,000; Full time

Job summary

The Equus Group in Chicago seeks an Office Administrator to act as the full-time front desk presence, greeting clients, investors, candidates, visitors, and vendors while coordinating daily operations. The role will also manage mail, calendars, meeting logistics, and vendor coordination.

Ideal candidates are polished, proactive, and service-oriented with strong organizational skills, capable of supporting meetings, events, and light marketing tasks as part of a dynamic team.

Qualifications

• 1 to 3 years of administrative or office coordination experience.
• Strong organizational skills and ability to manage multiple priorities.
• Excellent communication and interpersonal skills with a team mindset.
• Polished, personable presence with client-facing experience.
• Proficiency in Microsoft Office (Outlook, Excel, PowerPoint).
• Canva, PowerPoint, or Adobe InDesign basic experience preferred.
• Self-starter with ability to work with minimal supervision.
• Willingness to support kitchen cleanup and general office upkeep.
• Ability to lift up to 30 pounds.
• Comfortable with dynamic workflow and occasional after-hours work.

Responsibilities

• Serve as full-time reception and first contact for clients, investors, candidates, visitors, and vendors.
• Manage mail, courier, and time-sensitive shipments including tax and account-related materials.
• Coordinate daily office logistics including calendars, conference rooms, parking, and general flow.
• Oversee building access, security coordination, and visitor management.
• Maintain a clean, organized office environment including conference rooms, kitchen areas, and shared spaces.
• Support meetings by coordinating room setup, catering, materials, and basic tech troubleshooting.
• Assist associates and select leaders with general administrative needs such as expenses and printing.
• Manage printer and copy room needs and coordinate with vendors.
• Assist with firmwide meetings, events, and on-site activities with logistics and materials.

Skills

Front desk management

Customer service

Office coordination

Communication

Event support

Multi-tasking

Canva basics

Tools

Microsoft Office

Job description

The Equus Group in Chicago seeks an Office Administrator to act as the full-time front desk presence, greeting clients, investors, candidates, visitors, and vendors while coordinating daily operations. The role will also manage mail, calendars, meeting logistics, and vendor coordination.

Ideal candidates are polished, proactive, and service-oriented with strong organizational skills, capable of supporting meetings, events, and light marketing tasks as part of a dynamic team.