Office Administator

tastylive•Chicago, IL

1d•$50,000 - $75,000•Onsite

About The Position

We are seeking a detail-oriented and proactive Office Administrator to oversee daily office operations, manage vendor relationships, and ensure a welcoming and well-maintained workplace environment. This role is essential to keeping our office running smoothly and supporting our team's day-to-day needs. Our office is located in the West Loop - Chicago's growing center of tech, great cuisine, and high-end bars.

Requirements

Comfortable being in office 5 days a week
Strong organizational skills with excellent attention to detail
Ability to manage multiple priorities and tasks simultaneously
Professional demeanor with strong interpersonal and communication skills
Experience with vendor management and facilities coordination
Comfortable working independently and as part of a team
Flexibility to adapt to changing daily needs
Proficiency in Microsoft Outlook/Teams, Concur and Slack

Nice To Haves

Proficiency with office management systems and portals a plus (CBRE Angus, Aravo, etc.)

Responsibilities

Perform opening duties including stocking snacks and beverages, brewing coffee, monitoring cold brew keg levels and creamers, replenishing cups and lids, managing dishwasher operations, and setting up lunch buffet service
Execute closing duties by maintaining kitchen cleanliness, restocking supplies as needed, and preparing for the next business day
Manage mail distribution twice daily and coordinate outgoing shipments via USPS, FedEx, and UPS
Maintain organized and well-stocked office supply closet
Register and manage all incoming guests through the Angus CBRE portal
Greet visitors professionally and offer refreshments upon arrival
Notify appropriate staff members of guest arrivals
Maintain and update records of individuals banned from the building, communicating changes to security and building management
Coordinate key card access through IT department and security, including activation of new badges for the 6th floor and deactivation for departing employees
Update Building Badge Access Tracker and Leaver Checklist spreadsheets to track new badges and badge access removal
Submit and manage building requests through the Angus CBRE system for janitorial and engineering needs
Ensure all vendors have valid Certificates of Insurance (COI) and complete onboarding through the Aravo system
Communicate appropriate building-related announcements to the DL IG NA mailing list and Slack/Teams channels when needed
Assist with or independently manage daily lunch delivery and setup (approximately 11 AM)
Communicate dietary restriction-friendly menu options to relevant staff members
Monitor lunch service throughout the day
Complete lunch cleanup after 2 PM, including waste disposal, food storage, and dishwasher operation
Update lunch leftovers tracker to inform future ordering quantities
Order lunch for the office when needed
Place weekly orders for coffee (Big Shoulders Nitro cold brew kegs and whole bean coffee)
Coordinate weekly Instacart orders for Costco items
Manage Canteen orders for snacks, drinks, and disposable serve ware
Order office supplies through Amazon as needed
Assist with maintaining inventory of company swag
Update and manage the Threadless/fan shop store for viewers
Plan and execute company events and employee engagement initiatives as requested
Assist with coordinating board meetings including security registration, room setup, catering arrangements (donuts/coffee and lunch), and booking car service through Black Car Transportation when required
Assist with monthly corporate parking account and daily parking users account management through Metropolis and resolve parking issues on behalf of employees
Occasionally respond to Executive Leadership/C-suite or their EA’s requests as needed

Benefits

Performance Bonuses
Stock Purchase Options
Medical/Vision/Dental Benefits
401k Plan
20 Paid Vacation Days (plus an additional paid vacation day the month of your birthday!)
10 Paid Sick Days
Gym Membership Reimbursement
Commuter Benefits
Pet Insurance
Wellness & Mental Health Programs
Charitable Donation Matching
Two Paid Volunteer Days Off
Daily catered lunch when in the office
Full kitchen with snacks and beverages
In-building gym
Shuttle to/from Metra