Office & Administrative Coordinator

Basis Technologies

. Run day-to-day operations at Basis's Chicago headquarters .

Posted 10/10/2026full-timeChicago • Illinois • United StatesMid-LevelSenior💰 $59,046 - $65,000 per yearWebsite

Core Competencies

Role fit

Core Competencies

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Demonstrates strong organizational skills and attention to detail while managing office operations, vendor relationships, and executive support. Proficient in coordinating events, meetings, and communications in a fast-paced environment.

Highest-signal resume keywords

Office Administration ExperienceVendor Relationship ManagementEvent CoordinationWritten And Verbal CommunicationProcess Improvement

ATS Keywords

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Applicant Tracking System Keywords

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Hard Skills

Office Productivity ToolsCalendar ManagementData EntryExpense ReportingTravel CoordinationFacilities CoordinationEmergency PreparednessVisitor Access ManagementVendor Documentation ManagementProcess Improvement

Soft Skills

Attention To DetailSound JudgmentConfidentialityMulti-Priority ManagementProfessional Communication

Tools & Technologies

Building PortalsCoworking PlatformsVideo Conferencing ToolsMail/FedEx Management

Industry Keywords

Workplace OperationsHospitalityFacilities CoordinationCommercial Building ManagementExecutive Support

About the role

Key responsibilities & impact

Run day-to-day operations at Basis's Chicago headquarters
Serve as the face of the office for employees, visitors, clients, and candidates
Keep common areas, meeting rooms, kitchens, and shared workspaces safe, organized, and operational
Serve as the primary on-site contact for building communications, facilities requests, maintenance, and emergency preparedness
Coordinate with building management and vendors on repairs, supplies, deliveries, security, and logistics
Manage office inventory, mail/FedEx, and vendor documentation including Certificates of Insurance
Own the office event calendar and coordinate meetings, training, and events
Support coworking coordination with Colliers/Upflex and systems support
Greet and assist visiting employees, candidates, clients, and guests
Provide administrative support to select Executives, including scheduling, travel, expenses, and project coordination
Coordinate calendars, meetings, conference rooms, and video conferencing
Book travel and process expense reports under the supervising Executive Assistant's guidance
Prepare correspondence, documents, and presentation materials; support data entry and formatting
Screen, route, and organize incoming emails and correspondence
Provide backup coverage across the Executive Assistant team
Support ad hoc administrative and departmental projects

Requirements

What you’ll need

3–5 years of experience in office administration, facilities coordination, workplace operations, hospitality, or a related support role
Track record of making sound judgment calls independently and knowing what to own or escalate
Demonstrated experience proactively improving a process or system
Experience managing vendor relationships and light negotiations
Confidence communicating and managing up with senior stakeholders and executives
Strong organization and attention to detail
Ability to juggle multiple priorities in a fast-paced environment
Clear, professional written and verbal communication
Proficiency with office productivity tools, calendars, and building or vendor portals
Regular on-site presence in the Chicago office, including light physical tasks
Ability to maintain confidentiality and exercise discretion
Experience with commercial building management teams or facilities vendors (bonus)
Familiarity with emergency preparedness, visitor access, or security/access administration (bonus)
Experience supporting employee events, executive meetings, or vendor transitions (bonus)
Experience with expense, travel, or coworking platforms (bonus)

Benefits

Comp & perks

Flexible work week
401k/RRSP matching
Mental health support
Paid sabbaticals
Generous parental leave
Flexible work options
Competitive benefits
Equal-opportunity employer