Office & Administrative Coordinator

Basis; United States; Remote; USD 45,000 - 60,000; Full time

Job summary

Basis is seeking an organized and proactive Office & Administrative Coordinator to manage daily office operations at its Chicago headquarters while providing administrative support to the Executive team.

The successful candidate will handle office coordination, vendor management, executive support, event organization, and a range of administrative tasks, requiring strong attention to detail, excellent communication, and the ability to work independently within a collaborative environment.

Qualifications

• 3–5 years in office administration or related role.
• Ability to work with limited supervision and manage priorities.
• Experience improving workplace processes and systems.
• Experience managing vendor relationships and service coordination.
• Strong communication with executives and stakeholders.
• Proficient with office productivity tools and calendar systems.
• Maintain confidentiality and handle sensitive information.

Responsibilities

• Manage daily office operations and keep shared spaces organized.
• Be the main contact for facilities requests and building communications.
• Coordinate with vendors and building management for repairs and supplies.
• Maintain office inventory and mail/delivery handling.
• Assist with office events, meetings, catering, and setup.
• Support coworking coordination and access requirements.
• Welcome employees, candidates, clients, and visitors at the Chicago office.
• Provide administrative support to executives, including scheduling and travel.
• Manage expense tracking and project assistance.
• Prepare documents, presentations, and data entry tasks.
• Manage incoming emails and support EA team backups.

Skills

Office management

Scheduling

Travel coordination

Vendor coordination

Communication

Independence

Confidentiality

Education

Associate or Bachelor degree in Business Administration or related field

Tools

Office 365

Google Workspace

Building management platforms

Job description

Basis is seeking an organized and proactive Office & Administrative Coordinator to manage daily office operations at its Chicago headquarters while providing administrative support to the Executive team. This role is ideal for someone who enjoys managing multiple priorities, improving workplace processes, and creating a welcoming environment for employees, visitors, clients, and candidates.

The successful candidate will handle office coordination, vendor management, executive support, event organization, and administrative tasks. This position requires strong attention to detail, excellent communication skills, and the ability to work independently while supporting a collaborative team environment.

Key Responsibilities

• Manage daily office operations, ensuring shared spaces, meeting rooms, kitchens, and work areas remain organized and functional.
• Serve as the main point of contact for building communications, facilities requests, maintenance needs, and office-related concerns.
• Coordinate with vendors and building management for repairs, supplies, deliveries, security, and general office logistics.
• Maintain office inventory, manage mail and deliveries, and organize vendor documentation.
• Support office events, meetings, training sessions, catering arrangements, and room setup.
• Assist with coworking coordination, access requirements, and workplace technology support.
• Welcome and assist employees, candidates, clients, and visitors at the Chicago office.
• Provide administrative support to executives, including scheduling, travel coordination, expense management, and project assistance.
• Prepare documents, presentations, correspondence, and support data entry activities.
• Manage incoming emails and correspondence while providing backup support to the Executive Assistant team.

Requirements

• 3–5 years of experience in office administration, workplace operations, facilities coordination, hospitality, or a related role.
• Ability to independently make decisions, manage priorities, and handle responsibilities with limited supervision.
• Experience improving workplace processes and administrative systems.
• Ability to manage vendor relationships and coordinate service requirements.
• Strong communication skills with the ability to work effectively with executives and senior stakeholders.
• Strong knowledge of Office management, scheduling, travel coordination, and administrative operations.
• Strong knowledge of Vendor coordination, workplace logistics, and event management.
• Strong knowledge of Office productivity tools, calendar systems, and building management platforms.
• Ability to maintain confidentiality and handle sensitive information professionally.
• Associate Degree or Bachelor's Degree in Business Administration, Office Management, or a related field