Office Administrator

About the role

The Office Administrator serves as NEF's first point of contact, delivering professional front-desk and reception service to visitors and callers while providing high-level administrative facilities and coordination support across the business. The role combines day-to-day office operations with conference administration and manages invoices on behalf of internal support service departments.

The Office Administrator is highly organized, service-oriented, and able to manage multiple priorities in a fast-paced environment.

Responsibilities

• Provide a polished and professional welcome to all visitors, managing guest interactions, and ensuring a positive and efficient experience from arrival through departure.
• Maintain office security by following safety procedures and controlling access via the reception desk (monitoring the Building Hub, Robin, issuing visitor badges, and notifying internal staff of expected visitors).
• Maintain the reception area, conference rooms, Women’s restroom amenities supply, and employee lounges/wellness spaces in a clean, well-run, and organized manner.
• Manage daily calendars, including scheduling meetings, confirming appointments, booking conference rooms, and preparing itineraries.
• Prepare and track expense reports for senior managers and staff as needed, along with other clerical duties as assigned.
• Manage and code invoicing on behalf of the internal support service departments (HR, Facilities Management, Marketing, Legal, and Operations) ensuring accuracy and timely processing.
• Order food and supplies for meetings as requested and code invoices to the appropriate department with attendee details.
• Track event-related budgets, invoices, and purchase approvals, and assist with reconciliation.
• Coordinate travel arrangements, flights, hotels, and car reservations for the production teams (Investor Relations, Originations, and Lending).
• Support the Internal Events & Conference Manager with coordinating and booking conference registrations, meetings, and appointments for the production teams, maintaining attendee lists and deadlines.
• Support the Internal Events & Conference Manager in the administration of internal events, including company celebrations, all-staff meetings, town halls, leadership events, and team-building activities, including scheduling, materials, signage, onsite support, and event-related communications.
• Oversee the smooth operation of the copy/mail room, including copy jobs, mail sorting and delivery, and FedEx.
• Maintain office and lounge supply inventory, verifying stock and ordering replacements as appropriate.
• Understand the setup and operation of Smart Boards, docking stations, AV equipment, and sound systems; provide first-level IT Help Desk support to staff as needed.
• Train others, as needed, on reception, copy center, and mailroom duties.
• Assist with other duties related to running NEF's Chicago and national offices as needed.
• Perform other duties as assigned.

Requirements

• College degree or equivalent work experience required.
• 3–5+ years of administrative, receptionist, or office coordination experience in a professional environment.
• Excellent verbal, written, and interpersonal communication skills, with the ability to build positive relationships with coworkers and visitors.
• Strong organizational, multi-tasking, and prioritization skills with exceptional attention to detail and accuracy.
• Proficiency in MS Office (Word, Excel, and PowerPoint in particular); knowledge of Adobe products is a plus.
• Ability to work overtime hours as needed.
• Ability to lift 30 pounds if required.

Schedule

Office hours for this position will be 9:00 a.m. until 5:00 p.m.

Benefits

We offer a competitive salary, along with a comprehensive benefits package.