Part-Time Office & Facilities Coordinator | Chicago

HLK; Chicago (IL); Sur place; USD 33 000 - 36 000; Temps partiel

Résumé du poste

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.

Responsabilités

• 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.

Connaissances

Strong organizational skills

Attention to detail

Professional communication

Ability to manage priorities

Experience in office administration

Proficiency with scheduling tools

Outils

MS Office

Scheduling software

Description du poste

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.