Part-Time Office Concierge – Chicago

Filevine EU; Chicago (IL); On-site; USD 28,000 - 40,000; Part time

Benefits offered by this job

Medical, Dental, & Vision Insurance

Enhanced Commuter Benefit: $75 monthly

Paid time off policy

Disability insurance

Top-of-the-line company swag

Job summary

Filevine is seeking a reliable, organized part-time Office Assistant to support the day-to-day operations of our Chicago office. This role maintains a welcoming, clean, and organized workplace while providing administrative and operational support to employees, guests, and visitors.

Reporting to Filevine’s Sr Director of People, the Office Assistant helps ensure the office runs smoothly and employees have a positive onsite experience.

Qualifications

• High school diploma or equivalent required; 1–2 years of experience in office administration, front desk operations, hospitality, or related field preferred.
• Proficiency in Microsoft Office and Google Workspace preferred.

Responsibilities

• Manage front desk operations, greet and check in guests, clients, and interview candidates, and maintain a welcoming reception area.
• Receive, sort, distribute, and prepare outgoing mail and packages for all departments.
• Coordinate and manage office lunches, including setup, cleanup, and breakdown of weekly meals and special events.
• Create, issue, manage, and deactivate employee building access badges for new hires and departing employees.
• Serve as the primary point of contact for building management, submitting and following up on maintenance requests and work orders.
• Monitor and restock kitchen and breakroom supplies, including coffee, snacks, beverages, and other essentials.
• Manage ordering and inventory of office snacks, supplies, and other workplace necessities.
• Maintain the cleanliness and organization of the office, including light cleaning and tidying of communal spaces, kitchens, breakrooms, and storage areas.
• Prepare for new-hire orientation by setting up designated meeting rooms, preparing computers and equipment, and organizing new-hire materials such as company T-shirts.
• Coordinate with IT on new-hire seating arrangements, desk assignments, and workstation preparation to ensure employees have the appropriate technology and equipment ready for their first day.
• Attend building information sessions and communicate relevant building updates, policies, maintenance schedules, and closures to employees.
• Assist with general office operations, event logistics, and other administrative tasks as needed.

Skills

Front desk operations

Guest reception

Organizational skills

Time management

Customer service

Communication skills

Problem-solving

Team collaboration

Microsoft Office

Google Workspace

Education

High school diploma or equivalent

Tools

Microsoft Office

Google Workspace

Job description

Filevine is seeking a reliable, organized part-time Office Assistant to support the day-to-day operations of our Chicago office. This role maintains a welcoming, clean, and organized workplace while providing administrative and operational support to employees, guests, and visitors.

Reporting to Filevine’s Sr Director of People, the Office Assistant helps ensure the office runs smoothly and employees have a positive onsite experience.