Office Coordinator

Job Title:

Office Coordinator

Location: Chicago, IL Employment Type: FTE

Equator, a division of Marks, part of the Propelis Group, is a creative design branding agency that thrives on innovation, collaboration, and creating impactful experiences. We are looking for a dedicated and organized office administrator who can also serve as our receptionist. If you are passionate about supporting dynamic teams, fostering a positive office environment, and being the first point of contact for our clients and guests, we want to hear from you.

The Office Coordinator will play a vital role in ensuring the smooth operation of our Chicago office. This is an in-office role involves managing office administrative tasks, welcoming guests, coordinating shipping, overseeing building maintenance requests, and supporting the local team. You will be the backbone of our office environment and a key player in organizing our culture and experience.

• Welcome and greet clients and visitors with a friendly and professional demeanor. Manages visitor calendar.
• Serves as Shipping Manager for site (Fed Ex) ensuring company policies are followed and project information is tracked. Manages incoming and outgoing mail/post/deliveries.
• Daily office management including: restocking all fridges and hospitality stock, emptying dishwashers, upkeeping equipment, keeping lobby tidy, etc.
• Coordinate and prepare meeting rooms for bookings, ensuring they are ready for client presentations and meetings.
• Assist with coordination and set up for clients, visitors, or large meetings. Flex hours may be required.

• Order and manage supply inventory, ensuring everything is stocked, available, and within budget.
• Handle building maintenance requests and liaise with vendors for repairs and upkeep.
• Manage office layout and cleanliness in shared spaces, ensuring a conducive work environment.
• Manage and discretion of confidential materials that come in and out of the studio.
• Ensure Health and Safety policy is followed, manager of drills, leads emergency planning team.
• Ensure local email distribution list kept up to date.
• Maintaining office communications (ie client in office/confidentiality), office confidentiality, and office security (people visibility to space).
• Coordinate with corporate finance teams to follow appropriate ordering procedures and tracking of ordered supplies, vendor relationships, and site assets.
• Support the local culture club events, fostering team bonding and a positive office culture.
• Maintains office operations against approved budget.

• Assist with procurement of supplies, ensuring timely delivery and cost-effectiveness.
• Parter with leadership to support inventory and maintenance of office services (printers, phones, networking, etc.) and site fixed assets.
• Ensure Health and Safety protocols are followed throughout site, manager of drills, leads emergency planning team.
• Support occasional travel and expense management for Marks Senior Leadership.
• Liaise with shared service teams (IT, Accounting, etc.) as on‑site support as appropriate.
• Support onboarding and offboarding processes by distributing and recovering IT equipment and credentials.
• Welcome new employees and onboard them to office procedures and protocols.

• Computer literacy, experience with Microsoft 365, Google Workspace, or similar platforms.
• Organizational skills and expertise
• Hospitality and customer/team service
• Excellent written and verbal communication skills, including listening skills
• Highly self‑motivated, resourceful and detail‑oriented
• Ability to work both independently and in a team environment
• Understanding of the creative process

• Bachelor’s degree or equivalent work experience preferred.
• Minimum 2 years direct work experience preferred
• Proven experience in office management, receptionist duties, or administrative support is preferred.
• Computer literacy, experience with Microsoft 365, Google Workspace, or similar platforms.

• Physical demands required of this position may include extensive computer and telephone usage.
• Position may require lifting…