Associate, Office Coordinator

Core Spaces•Chicago, IL

1d•Onsite

About The Position

The Office Coordinator plays a key role in supporting the effective operation of the office by owning and coordinating day-to-day workplace operations and office services. This role partners cross-functionally with internal teams and external vendors to ensure the office environment is efficient, well-managed, and aligned with company standards. The ideal candidate exercises sound judgment proactively identifies opportunities for improvement and independently manages multiple priorities that support business operations and office culture. This is a salaried, exempt position, with work hours aligned to business needs.

Requirements

High school diploma or equivalent required
2+ years of experience in office operations, workplace coordination, or administrative support
Notary public certification or willingness to obtain certification
Strong organizational skills with the ability to manage multiple priorities independently
Excellent verbal and written communication skills
Ability to exercise discretion and handle sensitive information with confidentiality

Nice To Haves

Coordinating vendors, services, or office operations programs
Managing logistics for events, meetings, or workplace initiatives
Identifying process improvements and proactively solving operational challenges
Working independently in a fast-paced, evolving environment
Microsoft Office Suite or Google Workspace tools

Responsibilities

Serve as the primary point of coordination for day-to-day office operations, ensuring a professional, organized, and well-maintained physical office environment for employees and visitors.
Establish and maintain standards for conference room readiness and overall office presentation, coordinating with internal teams and external vendors to ensure consistent execution.
Plan and coordinate logistics for internal meetings and office-based events, including scheduling, space setup, vendor coordination, and execution oversight, in partnership with various departments as applicable.
Own office supply and workplace services programs, including inventory planning, stocking, ordering cadence, vendor coordination, and issue resolution.
Manage relationships with office-related vendors (e.g., supplies, catering, shipping, facilities support), ensuring service quality, cost effectiveness, and alignment with company standards.
Oversee shipping and mail operations, including coordination of courier services and inbound/outbound logistics.
Partner cross-functionally with IT and other internal teams to coordinate office equipment needs (e.g., printers, supplies, basic service support).
Independently prioritize office-related operational needs and make day-to-day decisions to maintain continuity and efficiency.
Identify inefficiencies or gaps in office operations and recommend improvements or process enhancements to leadership.
Support sustainability and recycling initiatives through planning, coordination, and ongoing program oversight.
Provide notary public services as needed, ensuring compliance with applicable requirements (certification supported by Core).
Plan and coordinate office-related internal and external events, including vendor selection, logistics planning, and post-event follow-up, within established guidelines and budgets.
Manage corporate gifting and swag programs from an operational and inventory standpoint, including ordering, inventory oversight, vendor coordination, and distribution logistics.
Handle select off-site coordination needs related to office operations (e.g., shipping or vendor-related errands, as required).
Occasional travel may be required.
Perform other duties and responsibilities as assigned by management.
Must be able to complete all physical requirements of the role, including occasional lifting of up to 40 lbs, with or without reasonable accommodation.

Benefits

A culture that provides you with a sense of belonging
Competitive pay that values your contributions
Incentives designed to reward your achievements
Paid flexible PTO to disconnect or celebrate life milestones
Paid 14+ holidays, including your birthday, to disconnect and celebrate
Paid Parental Leave that begins after 90 days
Paid volunteer time off to give back to your community
Monthly workshop weeks; fewer meetings & more collaboration
Robust health plan options that begin within at least 30 days of your employment
Monthly phone reimbursement
Wellness allowance and perks, including a yearly subscription to a meditation app
An environment that provides you a voice to share your perspectives
Employee Assistance Program (EAP) for access to confidential support services
Company retirement options including 401(k) + matching & Roth account option