Office Coordinator at Propelis

Job Title: Office CoordinatorLocation: Chicago IL Employment Type: FTEAbout Us: Equator a division of Marks part of the Propelis Group is a creative design branding agency that thrives on innovation collaboration and creating impactful experiences. We are looking for a dedicated and organized office administrator who can also serve as our receptionist. If you are passionate about supporting dynamic teams fostering a positive office environment and being the first point of contact for our clients and guests we want to hear from you.Job Summary: The Office Coordinator will play a vital role in ensuring the smooth operation of our Chicago office. This is an in-office role involves managing office administrative tasks welcoming guests coordinating shipping overseeing building maintenance requests and supporting the local team. You will be the backbone of our office environment and a key player in organizing our culture and experience.ResponsibilitiesReception Duties:Welcome and greet clients and visitors with a friendly and professional demeanor. Manages visitor calendar.Serves as Shipping Manager for site (FedEx) ensuring company policies are followed and project information is tracked. Manages incoming and outgoing mail/post/deliveries.Daily office management including: restocking all fridges and hospitality stock emptying dishwashers upkeeping equipment keeping lobby tidy etcCoordinate and prepare meeting rooms for bookings ensuring they are ready for client presentations and meetings.Assist with coordination and set up for clients visitors or large meetings. Flex hours may be required.Office Management:Order and manage supply inventory ensuring everything is stocked available and within budget.Handle building maintenance requests and liaise with vendors for repairs and upkeep.Manage office layout and cleanliness in shared spaces ensuring a conducive work environment.Manage and discretion of confidential materials that come in and out of the studio.Ensure Health and Safety policy is followed manager of drills leads emergency planning team.Ensure local email distribution list kept up to date.Maintaining office communications (ie client in office/confidentiality) office confidentiality and office security (people visibility to space).Coordinate with corporate finance teams to follow appropriate ordering procedures and tracking of ordered supplies vendor relationships and site assets.Support the local culture club events fostering team bonding and a positive office culture.Maintains office operations against approved budget.Administrative & Operational Support:Assist with procurement of supplies ensuring timely delivery and cost-effectiveness.Parter with leadership to support inventory and maintenance of office services (printers phones networking etc.) and site fixed assets.Ensure Health and Safety protocols are followed throughout site manager of drills leads emergency planning team.Support occasional travel and expense management for Marks Senior Leadership.Liaise with shared service teams (IT Accounting etc.) as on-site support as appropriate.Support onboarding and offboarding processes by distributing and recovering IT equipment and credentials.Welcome new employees and onboard them to office procedures and protocols.Preferred Skills:Computer literacy experience with Microsoft 365 Google Workspace or similar platforms.Organizational skills and expertiseHospitality and customer/team serviceExcellent written and verbal communication skills including listening skillsHighly self-motivated resourceful and detail-orientedAbility to work both independently and in a team environmentUnderstanding of the creative processQualifications:Bachelors degree or equivalent work experience preferred.Minimum 2 years direct work experience preferredProven experience in office management receptionist duties or administrative support is preferred.Computer literacy experience with Microsoft 365 Google Workspace or similar platforms.Physical Demands: Physical demands required of this position may include extensive computer and telephone usagePosition may require lifting or carrying up to 25 lbsThe position may also require extended periods of sittingOur compensation reflects the cost of labor across several U.S. geographic markets and we pay differently based on those defined markets. The U.S. pay range for this position is $26.50 USD - $27.49 USD hourly. Ultimately in determining pay we will consider the successful candidates location experience and other job-related factors.Group benefits currently include a selection of health care plans with prescription drug coverage dental plan vision plan basic and supplemental life insurance a flexible spending account for medical and dependent care expenses or a health savings account based on plan selection short/long term disability and 401(k) Savings Plan.Required Experience:IC Key Skills Office Manager Experience,Microsoft Office,Customer Service,Computer Skills,Microsoft Outlook,Microsoft Word,QuickBooks,Medical office experience,Office Experience,Front Desk,Microsoft Excel,Administrative Experience Experience: years Vacancy: 1