Office Administrator

About the role

Brown and Caldwell (BC) has an exciting opportunity for a full-time Administrative Specialist to support the organizational and operational needs of our Chicago office. This role is ideal for an organized, resourceful professional with strong administrative, office management, and customer service experience who enjoys supporting employees, clients, vendors, and visitors in a professional and welcoming environment. The successful candidate will help keep office operations running smoothly, support a hybrid workforce across in-person, virtual, and multi-office settings, and contribute to a collaborative team culture that values learning, growth, and excellent service. The Office Administrator role is responsible for performing general technical and administrative support tasks and completing routine assignments. This role may support key areas such as health and safety, fleet, lab, conference facilities, and office management. In addition, this role plays a pivotal part in onboarding/offboarding employees, organizational planning, supporting digital services, change management initiatives, and fostering organizational culture.

Responsibilities

• Communicate with property management on office concerns and issues to resolve in a timely manner.
• Maintain conference room equipment – working closely with the internal IT services to troubleshoot technology issues and concerns.
• Maintain common areas to create a professional and inviting space.
• Maintain organization of the office space, from coordinating green recycling to ensuring office supplies are stocked and readily available.
• Collaborate and coordinate with the internal facilities team for building management concerns, support move coordination activities.
• Partner and collaborate with local operations leader as needed re: employee/office communications, and any other office related issues or concerns.
• Manage office visitors (welcoming clients, vendors, guests, and staff).
• Maintain office supply inventories.
• Coordinate mail, courier services, and FedEx shipments.
• Maintain common area upkeep and provide a welcome experience for staff.
• Arrange travel and support with expense report reconciliation as needed for senior staff.
• Prepare written