Office Coordinator

2 months ago

Chicago, United States Olson Kundig Full time
Job DescriptionJob DescriptionOlson Kundig is a design practice founded on the ideas that buildings can serve as a bridge between nature, culture and people, and that inspiring surroundings have a positive effect on people’s lives. The firm’s work can be found across the globe, with projects as wide-ranging as huts to high rises, homes—often for art collectors—to academic, cultural and civic projects, museums and exhibition design, places of worship, creative production, urban design, and interior design.

Currently we are seeking an Office Coordinator to support our new and growing Chicago studio. 

Position Summary 
The Office Coordinator provides general administrative and office operations support for a variety of departments and teams across the Olson Kundig New York or Chicago office, and in coordination with the Olson Kundig Seattle office.   To succeed in this role, you should possess excellent organizational and communication skills, meticulous attention to detail, a confident, proactive, client-centric, adaptable attitude, and a strong dedication to collaboration.  This role will collaborate with internal teams to deliver exceptional results within specified deadlines and provide support to management in carrying out assigned administrative duties.

Primary Responsibilities:

Office & Administrative Support:
  • Process incoming and outgoing mail, correspondence, deliveries, and courier services
  • Maintain clean and clutter-free common spaces in the office, including kitchen, conference rooms, and bathrooms, including light cleaning and dishes on a regular schedule. 
  • Monitor kitchen, bathroom, and office supply inventory levels and reorder as needed  
  • Set up conference rooms for virtual/zoom meetings
  • Perform basic service on printers (i.e., change toners and load paper)
  • Maintains library/materials library as needed
  • Prepare new hire workstations by ensuring cleanliness and setup for the first day 
  • Coordinate catering services for meetings, office meals, snacks, and beverages, ensuring timely delivery and accuracy of orders 
Reception Duties:
  • Answer multi-line phone and manage incoming calls; answer calls from the front door directory for visitors
  • Welcome/greet visitors, and provide general office support
  • Maintaining a professional and welcoming reception area.
Event Planning:
  • Order, set-up and coordinate food and beverages for office and client meetings 
  • Coordinate ad-hoc, weekly, monthly, and semiannual company events in collaboration with internal and external stakeholders
Vendor Management:
  • Liaison with building management for office facilities issues related to building maintenance and deliveries. 
  • Liaison with janitorial services company for office cleaning and trash removal
  • Coordinate maintenance for office equipment and appliances
Education/Skills/Experience:
  • Minimum 2 years of general office support experience or other relevant experience
  • Experience in event planning and coordination
  • Strong organizational skills and attention to detail
  • Ability to work independently with minimal instruction and as part of a team
  • Ability to effectively manage time and competing demands
  • Strong interpersonal skills, including the ability to effectively communicate with all levels of internal and external vendors and clients

What can you expect from us?

  • A creative work environment and colleagues who are collaborative, creative, and challenging
  • Opportunity to grow professionally with excellent projects
  • Check our culture page to learn about life at Olson Kundig

In addition to a dynamic and creative culture, Olson Kundig provides a generous benefits package that includes 16 days of paid time off, paid holidays, health plan, 401k match, bonuses, profit-sharing plans for qualified positions, a monthly travel subsidy for public transportation, and more.

As a firm, we are committed to pay practices that are fair, competitive, and reflect internal pay equity. At the time of posting this job, the hiring range for this position in Chicago is between $22 and $24 hourly.  Final salary decisions are made based upon the extent and relatedness of the candidate’s education and experience and considering internal equity and external market factors.

All applicants must be legally authorized to work in the United States without sponsorship and must already possess long-term work authorization.

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