Office Coordinator

3 days ago

Chicago, Illinois, United States Next Step Recruitment Full time

About Us

We are a privately held investment and management firm based in downtown Chicago, operating across multiple industries through a diverse portfolio of businesses. Our team combines entrepreneurial drive with disciplined execution, supporting long-term value creation through strategic growth investments. We are seeking a high-energy, detail-oriented Office Coordinator to support our dynamic team and contribute to the smooth day-to-day operation of a fast-paced, professional environment.

Your Core Contributions to the Team

The Office Coordinator will serve as the first point of contact for the firm and play a key role in maintaining a professional, organized, and welcoming office environment. This individual will thrive in a setting that requires exceptional service, discretion, and adaptability. Responsibilities include:

Reception and Front Desk Support

  • Greet and assist clients, visitors, and team members in a polished, professional manner.
  • Maintain a clean, organized, and welcoming reception area and common spaces.
  • Manage visitor access, monitor building security protocols, and coordinate with building management.
  • Provide general information and support to ensure a seamless experience for all visitors.

Office Coordination and Administration

  • Oversee daily office operations, ensuring efficiency and order across all areas of the workspace.
  • Manage office supply procurement, vendor relationships, and service contracts.
  • Handle incoming and outgoing mail, deliveries, and related logistics.
  • Organize and maintain office files, records, and administrative systems.
  • Assist with scheduling, meeting coordination, and preparation of materials for internal and external meetings.
  • Support the planning and execution of firm events, team meetings, and special projects.
  • Serve as liaison between internal teams, vendors, and building management to resolve office-related issues.
  • Provide light technology and facilities support, coordinating with external providers when needed.

About YouKnowledge, Abilities, and Qualifications

  • Bachelor's degree in a relevant field.
  • 3+ years of administrative or office coordination experience, ideally within investment management, family office, or professional services.
  • Strong proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and general technology systems.
  • Excellent organization, time management, and multitasking skills.
  • Ability to work effectively under pressure and balance multiple priorities in a fast-paced environment.

Personal Characteristics

  • Polished, professional, and service-oriented demeanor.
  • Exceptional attention to detail and follow-through.
  • Discreet, trustworthy, and capable of handling sensitive information with confidentiality.
  • Self-motivated with a proactive approach to anticipating needs and solving problems.
  • Strong interpersonal and communication skills, with the ability to collaborate across teams.

Everything Else

This position reports to the firm's leadership team and operates on-site at our Chicago Loop office.

We are proud to be an equal opportunity workplace committed to fostering a diverse and inclusive environment. We believe in mutual respect, professionalism, and providing opportunities based on performance, qualifications, and business needs.

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