Office & Administrative Coordinator

Role Overview

The Office & Administrative Coordinator keeps Basis’s Chicago workplace running smoothly, from coordinating building services and maintaining shared spaces to arranging meetings and welcoming visitors. The role also supports the Executive team with scheduling, travel, expenses, and project tasks, helping employees and guests have an organized, professional experience at the office.

Key Responsibilities

• Oversee day-to-day office operations, keeping meeting rooms, kitchens, and common areas orderly and ready for use.
• Coordinate facilities requests with building management and service providers, including repairs, maintenance, deliveries, and security needs.
• Track office supplies and inventory, manage mail and incoming deliveries, and maintain vendor records.
• Arrange logistics for office events, meetings, and training sessions, including catering and room setup.
• Coordinate coworking arrangements, office access, and basic workplace technology needs.
• Welcome and assist employees, candidates, clients, and other visitors to the Chicago office.
• Support executives with calendar scheduling, travel arrangements, expense administration, document preparation, and project coordination.
• Manage incoming correspondence and provide administrative backup to the Executive Assistant team, handling sensitive information discreetly.

Requirements & Qualifications

• Three to five years of experience in office administration, facilities or workplace operations, hospitality, or a related support role.
• Associate or bachelor’s degree in business administration, office management, or a related discipline; equivalent relevant experience may also be applicable.
• Practical experience coordinating vendors, workplace services, office logistics, and events.
• Working knowledge of office administration, calendar management, travel coordination, and expense processes.
• Confidence using office productivity software, calendar tools, and building or facilities management platforms.
• Strong organization and communication skills, with sound judgment and the ability to manage competing priorities independently.
• Ability to improve administrative processes and protect confidential information while working with executives and other stakeholders.