Office Coordinator

Finn Partners; Chicago, Northern (IL, KY); On-site; USD 50,000 - 70,000; Full time

Job summary

FINN Partners is seeking an Office Coordinator for a hybrid role in Chicago. The candidate will juggle office expenses, invoicing, and events while maintaining a dynamic, friendly office culture. Strong communication and proactive problem-solving are essential to thrive in a fast-paced PR and marketing agency environment.

The position supports the Midwest team, coordinating meetings, lunches, and supplies, with opportunities to grow across multiple offices and responsibilities.

Qualifications

• 5+ years of professional experience in a busy marketing/ads/PR environment or client services.
• Confidentiality across office/HR matters.
• Strong initiative and problem-solving in a fast-paced agency setting.
• Impeccable attention to detail and excellent communication.

Responsibilities

• Manage monthly office expenses and submit expense reports.
• Keep the office stocked with healthy snacks and drinks.
• Coordinate in-office meetings, ensure rooms are immaculate and tech-ready.
• Enter invoices for office, client, and influencer engagements and track payments.
• Manage freelancer contracts and invoices.
• Plan monthly outings and office events.
• Update OOO calendar for Chicago and other offices.
• Support VP, Midwest Operations and Talent with onboarding new team members.

Skills

5+ years experience

Strong communication

Self-starter

Attention to detail

Problem solving

Adaptable

Job description

Office Coordinator (Hybrid)

Job Summary: We're looking for an Office Coordinator to join our Midwest team in Chicago. This person would need to be in our Chicago office two-three days per week (flexible on which days). To be successful in this role you must be well-organized, highly self-motivated, comfortable taking initiative, and excited to juggle multiple tasks at once. You also love working in a fast-paced environment, have strong communication and problem-solving skills, and a proven ability to seamlessly manage shifting priorities.

Top priorities will include managing office and team expenses, submitting invoices for office services, keeping our office well stocked with healthy snacks and supplies, planning office events, and ensuring a tidy and creative workspace. The ideal candidate thrives when tackling new challenges and wearing multiple hats and is energized by the prospect of growing a career with many possibilities.

• The day-to-day: Everything from new-hire onboarding support to helping to maintain a fun and vibrant office culture. Our days are dynamic and always changing, but you can expect job duties including: expenses, in-office meeting coordination, client interactions, setting up office lunch orders, maintaining supplies and snacks, and implementing ideas you might have to infuse fun into the day for the office.
• Our ideal candidate: Experienced professional who is polished, adaptable, unflappable, and an ambassador for our agency. Sees around corners and solves problems before they even exist. Willing to roll up their sleeves. Energized by the day-to-day challenges of integrated marketing and public relations agency life, client service, and new business. Strong, professional, and friendly communicator.

Responsibilities

• Manage monthly office expenses and submit expense report
• Keep our office stocked with healthy, fun snacks and drinks
• Coordinate in-office meetings, making sure that the room is immaculate, tech-ready, and an awesome experience for our team and clients
• Enter office, client, and influencer invoices and track payment schedules
• Manage freelancer contracts and invoices
• Plan monthly outings and summer/holiday parties
• Update OOO calendar for Chicago, Detroit, Madison offices
• Support our VP, Midwest Operations and Talent with onboarding new team members

Requirements:

• 5+ years of professional experience. Big plus if that experience has been in a busy marketing/advertising agency, public relations agency, or a client services business.
• Absolute trustworthiness and ability to maintain confidentiality across sensitive office/HR matters
• A self-starter who can assess situations, identify needs, problem-solve, rally people and processes, in a fast-paced agency setting
• Impeccable attention to detail
• Creative, critical thinking, and analytical skills
• Remarkable communication skills, including listening and outstanding verbal and written communications to staff and senior management
• Proven track record of ability to execute and get stuff done

Salary range is $50,000-$70,000. The salary will be commensurate with the selected candidate’s experience.

About FINN Partners

Founded in 2011 on the core principles of innovation and collaborative partnership, FINN Partners has grown from about $24 million in fees to nearly $200 million in fees over ten years, becoming one of the fastest growing independent public relations agencies in the world. The full-service marketing and communications company’s record setting pace is a result of organic growth and integrating new companies and new people into the FINN world through a common philosophy.

With more than 1,300 professionals across 35 offices, FINN provides clients with global access and capabilities in the Americas, Europe and Asia.

FINN Partners clients are also supported through longstanding partner agencies and its membership in the PROI network of leading agencies around the world. Headquartered in New York, FINN has offices in: Abu Dhabi, Atlanta, Bangalore, Bangkok, Beijing, Boston, Chicago, Delhi, Denver, Detroit, Dublin, Fort Lauderdale, Frankfurt, Hong Kong, Honolulu, Jerusalem, Kuala Lumpur, London, Los Angeles, Madison, Manila, Mumbai, Munich, Nashville, Orange County, Paris, Portland, San Diego, San Francisco, Seattle, Shanghai, Singapore, Washington D.C. and Yangon.

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