Overview
Office Administration Coordinator Jobs in Chicago, IL at PeopleShare
Title: Office Administration Coordinator
Company: PeopleShare
Location: Chicago, IL
Office Administration Coordinator
Location: Chicago, IL (Onsite)
Compensation: $45-$60 per hour, depending on experience
Overtime: Available
Schedule: Full-Time | Monday-Friday
Employment Type: Long-Term Temporary Assignment
Create an Exceptional Workplace Experience
Our client, a nationally recognized professional services firm, is seeking an experienced Office Administration Coordinator to join their Chicago office.
This is much more than a traditional administrative position. As the face of the office, you'll play a critical role in creating a welcoming, professional environment while supporting day-to-day office operations, client hospitality, meeting coordination, and administrative services.
You'll partner with employees, clients, vendors, and leadership to ensure every aspect of the workplace operates seamlessly.
If you're someone who enjoys staying organized, thrives in a fast-paced environment, and takes pride in delivering exceptional customer service, this is an outstanding opportunity to join a respected organization with a collaborative culture.
Your responsibilities will include:
- Welcome employees, clients, visitors, and vendors while providing a polished, professional first impression.
- Manage front desk operations, answer incoming calls, and coordinate visitor check-in and security procedures.
- Coordinate conference rooms, meeting schedules, videoconferencing, and workplace logistics.
- Arrange catering, hospitality, meeting room setup, audiovisual support, and ensure conference rooms are prepared before, during, and after meetings.
- Partner with attorneys, business professionals, vendors, and leadership to deliver an exceptional workplace experience.
- Coordinate office operations including incoming and outgoing mail, courier services, overnight deliveries, and shipping through USPS, UPS, and FedEx.
- Order, organize, and maintain office supplies, kitchen supplies, hospitality items, and mailroom inventory.
- Coordinate vendors for office maintenance, equipment repairs, deliveries, and workplace services.
- Prepare offices and workstations for new hires, office moves, and workplace changes.
- Prepare, edit, proofread, scan, organize, and maintain documents using Microsoft Office, Adobe Acrobat, and document management systems.
- Process invoices, expense reports, reimbursements, and other administrative transactions.
- Assist with client events, internal meetings, office functions, and occasional after-hours firm-sponsored events.
- Support document production, large mailings, scanning projects, file organization, and other administrative initiatives.
- Maintain conference rooms, common areas, kitchens, and workplace amenities to the firm's high professional standards.
- Provide backup support across multiple office administration functions and collaborate with colleagues to ensure smooth daily operations.
Required Qualifications
- 3-5 years of experience in office administration, workplace experience, office coordination, executive support, office services, hospitality, or corporate administrative support.
- Experience supporting a law firm, accounting firm, consulting firm, financial services organization, corporate headquarters, or other professional services environment is strongly preferred.
- Outstanding customer service skills with a passion for creating exceptional workplace experiences.
- Strong experience coordinating meetings, conference rooms, hospitality, and office operations.
- Excellent verbal and written communication skills.
- Strong organizational, multitasking, and time management abilities.
- High attention to detail with exceptional follow-through.
- Ability to prioritize multiple responsibilities while remaining calm under pressure.
- Proficiency with Microsoft Outlook, Word, Excel, PowerPoint, Adobe Acrobat, and document management systems.
- Comfortable learning new technology and adapting to evolving workplace tools.
- Ability to maintain confidentiality while exercising sound judgment and professionalism.
- High School Diploma or GED required; Associate's degree preferred.
Why You'll Love This Opportunity
- Competitive pay of $45-$60 per hour
- Overtime opportunities available
- Long-term temporary assignment with stability
- Opportunity to join a nationally recognized professional services firm
- Collaborative, team-oriented workplace culture
- Diverse responsibilities where no two days are the same
- High-visibility role working with attorneys, executives, business professionals, clients, and vendors
- Opportunity to build valuable experience with a premier organization
Ideal Background
We're interested in professionals with experience as:
- Office Administration Coordinator
- Office Coordinator
- Workplace Experience Coordinator
- Workplace Services Coordinator
- Office Services Coordinator
- Corporate Receptionist
- Administrative Coordinator
- Executive Assistant
- Senior Administrative Assistant
- Office Manager
- Facilities Coordinator
- Client Services Coordinator
- Hospitality Coordinator
- Corporate Office Administrator
Candidates with experience supporting law firms, accounting firms, consulting firms, financial services organizations, or corporate headquarters are especially encouraged to apply.
Apply Today
If you're an experienced administrative professional who enjoys balancing customer service, hospitality, office operations, and administrative support while serving as the face of a professional office, we'd love to hear from you.
Apply today to learn more about this exciting long-term opportunity with a premier professional services firm in Chicago, IL.
PeopleShare provides equal opportunities to all employees and applicants for employment without regard to race, religion, color, age, sex, national origin, sexual orientation, gender identity, genetic disposition, neurodiversity, disability, veteran status, or any other protected category or class under federal, state, and/or local laws.
