Office & Administrative Coordinator

Basis Technologies; United States; On-site; USD 42,000 - 68,000; Full time

Job summary

Basis Technologies is seeking an organized Office Manager/EA to keep our Chicago HQ running smoothly. You will serve as the primary on-site contact for facilities, coordinate with vendors, manage the office calendar, and support executives with travel and scheduling.

The role requires 3–5 years in office administration or related fields, strong communication, and comfort with light physical tasks. On-site presence in Chicago is essential.

Qualifications

• 3–5 years of experience in office administration, facilities coordination, workplace operations or related support role.
• Strong organizational skills and attention to detail.
• Experience managing vendor relationships and coordinating with building management.
• Proficient in calendar management, travel coordination, and basic expense processing.
• Excellent written and verbal communication; comfortable coordinating with executives.

Responsibilities

• Maintain Chicago HQ office safety, organization, and smooth daily operations.
• Serve as on-site point of contact for building communications, facilities requests, and emergencies.
• Coordinate with building management and vendors for repairs, supplies, and logistics.
• Manage office inventory, mail, and vendor documentation.
• Own office event calendar and assist with meetings, training, and events.

Skills

Organization

Detail-oriented

Vendor management

Executive support

Communication

Stakeholder management

On-site presence

Tools

Kastle access system

Job description

• OFFICE MANAGEMENT (Chicago HQ)
• Keep the Chicago office safe, organized, and running smoothly (common areas, meeting rooms, kitchens, and shared workspaces)
• Serve as the primary on-site point of contact for building communications, facilities requests, maintenance, and emergency preparedness
• Coordinate with building management and vendors to resolve office needs: repairs, supplies, deliveries, security, and general logistics
• Manage office inventory, mail/FedEx, and vendor documentation, including Certificates of Insurance
• Own the office event calendar and help coordinate meetings, training, and events (rooms, setup, catering, and access)
• Support coworking coordination with Colliers/Upflex, partnering with systems support on access or connectivity issues
• Greet and assist visiting employees, candidates, clients, and guests
• ADMINISTRATIVE SUPPORT (EA Team Support)
• Provide day-to-day administrative support to select Executives: scheduling, travel, expenses, and project coordination
• Coordinate calendars and meetings, including conference room booking and video conference setup
• Book travel and process expense reports in partnership with, and under the guidance of, the supervising Executive Assistant
• Prepare correspondence, documents, and presentation materials; support data entry and formatting
• Screen, route, and organize incoming emails and correspondence
• Provide backup coverage across the EA team during PTO, high-volume periods, or transitions
• Support ad hoc administrative and departmental projects assigned

Demonstrated experience proactively improving a process or system without being askedStrong organization, attention to detail, and the ability to juggle multiple priorities in a fast-paced environmentA track record of making sound judgment calls independently, knowing what to own and what to escalation, even with incomplete informationProficiency with office productivity tools, calendars, and building or vendor portalsAbility to maintain confidentiality and exercise discretion3–5 years of experience in office administration, facilities coordination, workplace operations, hospitality, or a related support roleComfort managing vendor relationships and light negotiations (pricing, scheduling, service issues) on your ownClear, professional written and verbal communicationConfidence in communicating and managing up with senior stakeholders and executivesRegular on-site presence in the Chicago office, including light physical tasks such as moving supplies or event materialsFamiliarity with emergency preparedness, visitor access, or security/access administration (e.g., Kastle, SOC 2)Experience working directly with commercial building management teams or facilities vendorsExperience supporting employee events, executive meetings, or vendor transitionsExperience with expense, travel, or coworking platforms