Operations Coordinator

Olson Kundig•Chicago, IL

11d•$28 - $31•Onsite

About The Position

Olson Kundig is a design practice founded on the idea 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. We are currently seeking an Operations Coordinator to play a central role in supporting daily office operations, cross-departmental operations, and cross-team coordination within the Chicago office. This position combines hands-on office administration with support for firm-wide operational workflows, internal communications, and other administrative assignments. The selected candidate is expected to work regularly in the Chicago office.

Requirements

Minimum 2 years of experience in operations coordination or similar administrative role with equivalent work experience
Administrative support experience
Experience coordinating meetings, meals, or office events
Client service and welcoming mindset, with the ability to create a positive and professional workplace experience for employees, visitors, and external partners.
Ability to manage multiple operational priorities simultaneously, including office needs, portfolio requests, and administrative tasks, with strong judgment in prioritization and follow-through.
Ability to communicate effectively (written and verbal) and proactively reach out when direction is needed.
Highly organized and detail-oriented, with the ability to coordinate multiple requests, approvals, and deliverables accurately and on time.
Proactive, self-directed work style with a bias for curiosity, action, and solutions; identifies gaps in workflows and drives process improvements across office and operational functions.
Strong coordination and project support skills, with the ability to work across teams, leadership, and external vendors to ensure alignment and timely execution.
Able to maintain and update internal content (e.g., intranet, guides, Standard Operating Procedures) clearly and accurately.
Strong problem-solving and analytical skills, with the ability to anticipate needs, troubleshoot operational issues, and adapt in a fast-paced environment.
Comfortable working with systems and data, including tracking requests, maintaining databases, and supporting operational tools and platforms.
Ability to perform occasional physical tasks, including lifting and carrying items up to 50 lbs (e.g., office supplies, equipment, or event materials).
Intermediate proficiency in Microsoft Suite including Word, Outlook, Excel, PowerPoint, Teams, Web Browser, ERP (Deltek)
Intermediate proficiency in digital file organization

Nice To Haves

Event planning experience
Hospitality experience – knack for guiding and directing internal and external clients

Responsibilities

Manage day-to-day office operations, including reception, facilities & technology coordination, vendor management, inventory & inventory tracking, and periodic event planning to ensure a seamless and professional workplace experience.
Provide administrative support across operational teams, including firm travel system management (Navan), database cleanup, software systems support, support internal documentation of processes, and support scheduling of internal meetings.
Act as a liaison across internal teams, leadership, vendors, and external partners to ensure timely execution of tasks and alignment across project priorities.
Support and manage employee portfolio requests from intake through completion, including coordination, approvals, tracking, and delivery. Training will be provided to understand this workflow.
Contribute to the maintenance and updating of the firm’s internal intranet and other materials (e.g., Chicago Client Visitor Memo or Visit Guide), ensuring information is accurate, accessible, and proactively managed.