Office Administrator

HLK; Chicago (IL); On-site; USD 33,000 - 36,000; Part time

Job summary

HLK, a Chicago-based marketing agency, is seeking an organized Office Administrator to oversee daily operations at our CHI office. This part-time role supports employees and guests, maintains a welcoming and well-organized workplace, and coordinates services to ensure smooth office functioning.

The ideal candidate takes ownership of office needs, manages competing priorities, and follows through on details.

Qualifications

• Strong organizational skills, attention to detail, and reliable follow-through.
• Ability to manage priorities independently and anticipate office needs within a three-day workweek.
• Professional communication and a responsive, service-oriented approach to employees, guests, and vendors.
• Sound judgment and resourcefulness in resolving routine issues and coordinating outside assistance.
• Proficiency with common office software and scheduling tools.
• Previous experience in office administration, office coordination, hospitality, or a related role preferred.

Responsibilities

• Coordinate daily office needs, including mail, packages, and outgoing shipments.
• Manage office supply inventory and purchasing, including food, beverages, and kitchen essentials.
• Maintain organized, well-stocked common areas and meeting spaces, including routine kitchen upkeep.
• Administer employee access badges, including setup, tracking, replacement, and deactivation.
• Help coordinate workspace setup and changes, arranging assistance as needed.
• Serve as the primary office contact for building management, cleaning services, and other office vendors.
• Identify and report facility or equipment issues, schedule service, and follow through on resolution.
• Assist with routine copier and printer troubleshooting and coordinate service when needed.
• Coordinate routine maintenance and service for shared office equipment.
• Communicate relevant office and building updates to employees.
• Coordinate arrangements for major client and staff meetings, including room reservations, catering, and vendor communication.
• Prepare meeting spaces, arrange food and beverages, and assist with setup and cleanup.
• Coordinate employee lunches for designated staff meetings and new-hire introductions, accounting for dietary needs.
• Welcome visitors and help ensure a professional, well-organized experience.
• Answer the office phone and direct inquiries appropriately.

Skills

Strong organizational skills

Attention to detail

Professional communication

Ability to manage priorities

Experience in office administration

Proficiency with scheduling tools

Tools

MS Office

Scheduling software

Job description

Job Details: Job Location: CHI Office - Chicago, IL, Salary Range: Undisclosed, Office Administrator

Chicago, IL 60607 | Part-time, approximately 15-20 hours per week | On-site, three days per week

Pay: $24-$26 per hour, based on experience

HLK is a full-service marketing agency seeking an organized, proactive Office Administrator to oversee the daily operations of our Chicago office. This role helps maintain a professional, welcoming, and well-organized workplace while providing reliable support to employees and guests.

The ideal candidate takes ownership of office needs, manages competing priorities, and follows through on details. Responsibilities include coordinating office services and supplies, supporting client and staff meetings, and serving as a point of contact for building management and service providers.

Responsibilities

Office Operations

• Coordinate daily office needs, including receiving and distributing mail and packages and arranging outgoing mail and shipments.
• Manage office supply inventory and purchasing, including food, beverages, and kitchen and restroom essentials.
• Maintain organized, well-stocked common areas and meeting spaces, including routine kitchen upkeep.
• Administer employee access badges, including setup, tracking, replacement, and deactivation.
• Help coordinate workspace setup and changes, arranging assistance as needed.

Facilities and Service Coordination

• Serve as the primary office contact for building management, cleaning services, and other office vendors.
• Identify and report facility or equipment issues, schedule service, and follow through on resolution.
• Assist with routine copier and printer troubleshooting and coordinate service when needed.
• Coordinate routine maintenance and service for shared office equipment.
• Communicate relevant office and building updates to employees.

Meeting and Guest Support

• Coordinate arrangements for major client and staff meetings, including room reservations, catering, and vendor communication.
• Prepare meeting spaces, arrange food and beverages, and assist with setup and cleanup.
• Coordinate employee lunches for designated staff meetings and new-hire introductions, accounting for dietary needs.
• Welcome visitors and help ensure a professional, well-organized experience.
• Answer the office phone and direct inquiries appropriately.

Qualifications

• Strong organizational skills, attention to detail, and reliable follow-through.
• Ability to manage priorities independently and anticipate office needs within a three-day workweek.
• Professional communication and a responsive, service-oriented approach to employees, guests, and vendors.
• Sound judgment and resourcefulness in resolving routine issues and coordinating outside assistance.
• Proficiency with common office software and scheduling tools.
• Previous experience in office administration, office coordination, hospitality, or a related role preferred.

Schedule and Location

This part-time position works approximately 15-20 hours per week across three days on-site in HLK's Chicago office. Scheduled hours will support daily office operations and planned client and staff meetings.