Office & Administrative Coordinator

Location: Chicago, IL, with regular on-site presence required at the Chicago office; the role is listed as remote but includes recurring office, visitor, facilities, and light physical duties.

Company

hirify.global operates a Chicago headquarters supported by an Executive Assistant team that provides executive support, office operations, and workplace coordination.

What you will do

• Run day-to-day operations for the Chicago office, including common areas, meeting rooms, kitchens, shared workspaces, supplies, mail, deliveries, and general logistics.
• Act as the primary on-site contact for building management, facilities requests, maintenance, security, emergency preparedness, and vendor coordination.
• Manage office events, meetings, training sessions, visitor access, room setup, catering, and coworking coordination.
• Provide administrative support to executives through calendar coordination, travel booking, expense processing, correspondence, documents, and presentation materials.
• Screen and organize incoming correspondence, support data entry and formatting, and provide backup coverage for the Executive Assistant team.
• Handle ad hoc administrative and departmental projects while identifying and improving processes independently.

Requirements

• 3–5 years of experience in office administration, facilities coordination, workplace operations, hospitality, or a related support role.
• Strong organization, attention to detail, professional communication, and the ability to manage multiple priorities in a fast-paced environment.
• Independent judgment, proactive problem-solving, and the ability to determine what to own and what to escalate.
• Experience managing vendor relationships, including light negotiations involving pricing, scheduling, and service issues.
• Proficiency with office productivity tools, calendars, and building or vendor portals.
• Ability to work regularly on-site in the Chicago office, including light physical tasks such as moving supplies or event materials. Confidentiality and discretion are required.

Nice to have

• Experience with commercial building management teams or facilities vendors.
• Familiarity with emergency preparedness, visitor access, security, or access administration, including Kastle or SOC 2 environments.
• Experience supporting employee events, executive meetings, vendor transitions, expense platforms, travel platforms, or coworking platforms.

Culture & Benefits

• Service-first support for employees, visitors, clients, candidates, executives, and the broader workplace.
• Opportunity to grow into broader executive support, office management, or facilities responsibilities.
• Backup coverage and collaboration across a small Executive Assistant team.