Office Coordinator

Barry Callebaut • Chicago, IL

18d • $24 - $28 • Onsite

About The Position

Barry Callebaut is seeking an energetic and enthusiastic Office Coordinator for its regional corporate team in Chicago. This highly visible role is the first point of contact for employees, customers, and Chocolate Academy guests. The position delivers customer service, contributes to the candidate experience, coordinates day-to-day operations, and maintains an organized, high-quality work environment. The role provides onsite support at the Chicago office and Global Innovation Center five days per week.

The Office Coordinator welcomes visitors, helps ensure office spaces and equipment are in good working order, manages phone inquiries and mail, and serves as a primary contact for suppliers, service providers, vendors, and building management. The role also supports internal meetings and workshops, new-hire onboarding, the Chocolate Academy customer experience, committee activities, and travel and expense support for Commercial VPs. Additional projects may be assigned based on time and availability.

Requirements

• Bachelor’s degree or three years of relevant office administration experience.
• Proficiency in Microsoft Office Suite.
• Strong organizational skills, flexibility, and the ability to handle multiple tasks in a fast-paced work environment.
• Strong written communication skills and outstanding verbal communication skills.
• Enthusiasm for building relationships.
• Reflect Barry Callebaut’s values of entrepreneurship, passion, customer focus, team spirit, and integrity.

Responsibilities

• Provide onsite support at the Chicago office and Global Innovation Center five days per week.
• Greet visitors, including customers, vendors, and current and prospective employees, and create a welcoming, professional first impression.
• Conduct daily office walk-throughs to check conference rooms, equipment, kitchens, and common spaces; initiate service calls for broken equipment and replenish kitchen and office supplies and reception provisions.
• Manage general incoming phone inquiries.
• Oversee inbound and outbound mail through USPS, FedEx, and UPS, including receiving deliveries, coordinating package and mail pickup, and facilitating FedEx shipments.
• Serve as the primary contact for suppliers, service providers, and vendors.
• Interface with building management, communicate building-wide announcements to Chicago office employees, register visitors with building security, and coordinate deliveries with the loading dock.
• Assist in planning and executing internal meetings and workshops, including reserving and setting up conference rooms, arranging catering, registering visitors with building security, and overseeing check-in tables.
• Coordinate with HR on new-hire onboarding, including office tours, welcome gifts, badge access, new-hire resources, and onsite Onboarding Days.
• Coordinate with the Chocolate Academy Coordinator to implement the Customer Experience Framework, including greeting customers, offering refreshments, securing belongings, and guiding visitors to the appropriate room.
• Lead the Social Committee, including two events per month, an annual summer party, and a yearly holiday party, and lead the Safety Committee.
• Support Commercial VPs with travel arrangements and expense reports.
• Assist with ad hoc projects based on time and availability.

Benefits

• Competitive compensation of $24–$28 per hour, depending on factors such as experience and location.
• Comprehensive benefits package and vacation time.
• Collaborative atmosphere with colleagues passionate about chocolate.
• Inclusive workplace that embraces diversity.
• Opportunities for personal and professional growth and internal career development.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level