Workplace Experience Coordinator

Belvedere Trading•Chicago, IL

13h•$55,000 - $75,000•Onsite

About The Position

Belvedere Trading is a leading proprietary trading firm proudly headquartered in downtown Chicago. Our traders work hard to provide liquidity to the market through their market-making activities and are the masters of a diverse set of commodities, interest rates, exchange-traded funds (ETF), and equity index options. From the beginning, we began iteratively investing in our proprietary technology and committing to building our systems from the ground up. Our trading models and software systems are continually re-engineered, optimized, and maintained to stay on top of the industry. Our People Team, part of the Intel department, focuses on delivering employee-first solutions to the business. We go all-out to understand and support our team member's needs, leverage data to gain insights and trends, and advance our human-capital-related applications for efficiency and consistency. We look for passionate team members that excel and their contribution is critical to our continued success.  The People Team is comprised of Employee Experience, People Operations, Talent, and Training & Education. These groups work closely together to bring in the best talent for Team Belvedere and from day one, make sure that all team members have all the tools they need to succeed and develop through their tenure. Belvedere Trading’s Chicago office is actively seeking a Workplace Experience Coordinator who infuses passion and ownership into the office and everything they do. This role is accountable for the overall office experience, front office operations, and administrative project work requiring creative problem-solving, efficient time management, and meticulous attention to detail. The ideal candidate has experience running a busy reception desk, coordinating office operations, and supporting cross-functional initiatives. This person must be comfortable interacting with employees at all levels, embraces new responsibilities, and collaborates effectively across teams. This is a highly visible position within the firm that requires a high level of professionalism, strong communication, positivity, and a proactive mindset. This position also requires a foundational understanding of office and facilities operations, comfort with Microsoft Office 365, and the ability to thrive in a fast-paced, hands-on environment. Regular on-site attendance five days per week is required.

Requirements

2+ year(s) of reception and/or office administration experience in a professional environment.
Strong organizational skills that reflect the ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.
Demonstrated proactive approaches to problem-solving with strong decision-making capabilities.
Ability to provide a professional and welcoming experience for all employees, visitors, and vendors.
Highly resourceful team player, with the ability to also be extremely effective independently, and drive your own workload.
Proven ability to handle confidential information with discretion and integrity.
Proficiency in Microsoft Office (Outlook, Word, Excel, and PowerPoint, Canva).
Desire to stay current in office productivity and technology tools.
An ability to lift 30 pounds and regular in-office attendance required.

Responsibilities

Serve as the front desk point of contact and primary coordinator for all Chicago office operations.
Plans and oversees all essential central services such as reception, lunch service, security, maintenance, mail, file management, cleaning, recycling, and in-office benefits.
Manage visitor and vendor check-in process.
Initiate office communication which includes drafting emails, general reminders, quarterly meetings set up, and updates around the office.
Maintain overall office appearance through daily walkthroughs, kitchen and common area upkeep, and conference room readiness.
Liaise with the People team to support employee onboarding, onsite event execution, and quarterly meetings.
Coordinate and maintain office seating arrangements and floor plans, partnering closely with the infrastructure team to manage workspace setups, moves, and equipment needs.
Anticipate needs and resolve operational and administrative issues before they arise.
Review, organize, and respond to incoming/outgoing mail, email, and phone calls.
Manage, track, and process expenses.
Handle highly confidential information with discretion.
Support Employee Experience Manager with ongoing projects and office initiatives.