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Office & Administrative Coordinator

1 day, 5 hours ago
United States, Canada
Full-time
Mid Level
Administrative Assistant
Operations
Apply Now
Basis Technologies

Basis Technologies

Basis Technologies offers a highly automated and comprehensive digital advertising platform designed to enhance the efficiency and effectiveness of digital marketers, providing customizable solutions that cater to a wide range of business needs across ...

Media
1K-5K
$30M raised
View All Jobs 4

Description

  • Maintain a safe, organized, and welcoming Chicago office, including common areas, meeting rooms, kitchens, and workspaces.
  • Coordinate building management, facilities requests, maintenance, repairs, supplies, deliveries, security, and emergency preparedness.
  • Manage office inventory, mail, FedEx, vendor documentation, and Certificates of Insurance.
  • Own the office event calendar and coordinate meetings, training, events, room setup, catering, and access.
  • Support coworking coordination with Colliers/Upflex and help resolve access or connectivity issues.
  • Greet and assist employees, candidates, clients, and visitors.
  • Provide administrative support to executives, including calendar management, meeting coordination, travel, expenses, and project coordination.
  • Prepare correspondence, documents, presentations, data entry, and formatting; screen and organize incoming correspondence.
  • Provide backup coverage for the Executive Assistant team and support ad hoc administrative projects.

Requirements

  • 3–5 years of experience in office administration, facilities coordination, workplace operations, hospitality, or a related support role.
  • Strong judgment and ability to work independently, determine priorities, and escalate issues appropriately.
  • Demonstrated experience proactively improving processes or systems.
  • Experience managing vendor relationships and handling light negotiations involving pricing, scheduling, and service issues.
  • Strong organization, attention to detail, and ability to manage multiple priorities in a fast-paced environment.
  • Clear, professional written and verbal communication, including confidence working with executives and senior stakeholders.
  • Proficiency with office productivity tools, calendars, and building or vendor portals.
  • Ability to work regularly on-site at the Chicago office and perform light physical tasks such as moving supplies or event materials.
  • Ability to maintain confidentiality and exercise discretion.
  • Preferred: experience with facilities vendors, emergency preparedness, visitor access, security administration, employee events, executive meetings, vendor transitions, expense, travel, or coworking platforms; familiarity with Kastle or SOC 2.

Benefits

  • Flexible work options, including remote, hybrid, or on-site arrangements where applicable.
  • Flexible work week.
  • 401(k)/RRSP matching.
  • Mental health support.
  • Paid sabbaticals.
  • Generous parental leave.

Interested in this position?

Apply directly on the company website

Apply Now

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