Office Coordinator

Swoon is actively hiring a Office and Facilities Coordinator to join the team!

• Provide exceptional workplace support to employees by responding to office-related requests and ensuring a positive employee experience through strong customer service.
• Manage facility service requests and coordinate building operations including HVAC, lighting, security, fire, and safety needs through Service Now and building management partnerships.
• Oversee office supplies, café inventory, and mail services, including ordering, stocking, distribution, storage, and shipping logistics.
• Maintain conference rooms, common areas, and office equipment by ensuring work spaces are clean, organized, fully functional, and ready for employee use.
• Coordinate meetings and office events by setting up and breaking down conference room layouts, arranging furniture, and supporting workplace logistics as needed.
• Partner with vendors, building management, and internal Facilities teams to support facility operations, troubleshoot equipment issues, maintain facility assets, and assist with reporting and process improvements.

• Customer Service & Workplace Support
  - Proven ability to provide excellent customer service, respond to employee needs, and create a positive workplace experience.
• Facilities Coordination & Office Operations
  - Experience supporting day‑to‑day facilities functions, including work order management, building services coordination, office maintenance, and vendor interactions.
• Communication & Relationship Management
  - Strong verbal and written communication skills with the ability to work effectively with employees, vendors, building management, and cross‑functional teams.
• Problem‑Solving & Troubleshooting
  - Ability to independently identify and resolve issues related to office equipment, conference rooms, café appliances, mail services, and workplace operations.
• Organization & Multitasking
  - Strong organizational skills with the ability to manage multiple priorities, coordinate logistics, maintain supplies, track requests, and meet deadlines in a fast‑paced environment.

• Experience with Service Now or similar facilities/work order management systems.
• Proficiency with Microsoft Office Suite (Excel, Word, Outlook, PowerPoint).
• Experience coordinating vendors and building management.
• Knowledge of workplace safety, security, and emergency procedures.
• Ability to perform physical tasks, including lifting up to 50 lbs., moving furniture, and supporting office setups.
• Experience in facilities, office administration, workplace experience, hospitality, or property management environments.

Job Title: Facilities Assistant

Contract to Hire role

Location – Downtown Chicago, IL 60607

On‑Site Role – Monday – Friday

Hourly Rate - $20-24 an hour

Work Authorization -US Citizen or Permanent Resident Only – C2C, C2H, and Visa sponsorship are not available at this time.