Office & Administrative Coordinator

About the role

Basis is looking for an organized and proactive Office & Administrative Coordinator to manage daily operations at its Chicago headquarters while supporting the Executive team. The role blends workplace coordination, vendor management, executive assistance, and event organization.

Key responsibilities

• Manage daily office operations, including shared spaces, meeting rooms, kitchens, and work areas.
• Serve as the main contact for building communications, facilities requests, maintenance needs, and office concerns.
• Coordinate with vendors and building management for repairs, supplies, deliveries, security, and office logistics.
• Maintain office inventory, manage mail and deliveries, and organize vendor documentation.
• Support office events, meetings, training sessions, catering arrangements, and room setup.
• Assist with coworking coordination, access requirements, and workplace technology support.
• Welcome and assist employees, candidates, clients, and visitors.
• Support executives with scheduling, travel coordination, expense management, and project assistance.
• Prepare documents, presentations, correspondence, and support data‑entry activities.
• Manage incoming emails and correspondence and provide backup support to the Executive Assistant team.

Required profile

• 3–5 years of experience in office administration, workplace operations, facilities coordination, hospitality, or a related role.
• Ability to independently make decisions, manage priorities, and handle responsibilities with limited supervision.
• Experience improving workplace processes and administrative systems.
• Strong communication skills and ability to work with executives and senior stakeholders.
• Ability to maintain confidentiality and handle sensitive information professionally.