Office Administrator

Administrative Specialist

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

• Office Management. Partner with the Chicago Market Leader to support effective office operations, local engagement, and a well-organized workplace environment, with a strong focus on coordinating office meetings and events that foster connection and collaboration.
• Responsibilities include:
• 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.
• Administrative Support. Provide day-to-day administrative assistance to staff and support routine office services, with particular attention to the building's specialized security requirements and guest access procedures.
• Responsibilities include:
• Manage office visitors (welcoming clients, vendors, guests, and staff).
• Maintain office supply inventories.
• Coordinate mail, courier services, and Fed Ex 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 communications such as office-wide emails, office MS Teams posts.
• Assist with assignments of a confidential nature for functional groups and managers; virtually support other nearby Brown and Caldwell (BC) offices as needed; understand, implement, and adhere to corporate policies related to finance, cost control, project delivery, safety, and quality assurance.
• Troubleshoot and coordinate with BC's helpdesk to solve technology issues with conference rooms, hotel stations, Open Path, and employee concerns in regard to BC's technology.
• Maintain office directory pages on the BC Pipeline.
• Submit sponsorship and membership requests through designated process.
• Assist with project archive requests and pull appropriate files from offsite archiving companies.
• Submit local office vendor invoices with correct vendor and GL codes to AP for timely processing.
• May maintain fleet vehicles to comply with BC standards for routine car upkeep (oil, tire rotation, new tires). Submit mileage logs as required monthly.
• Assist with scheduling and coordinating of vendor (technical) lunch and learn activities.
• Correspondence/Client Deliverables. Provide comprehensive document support and review for reports, letters, marketing materials, scopes of work, design specifications, and other client deliverables.
• Responsibilities may include:
• Coordinate and assist with formatting of reports, letters, technical memoranda marketing materials, Scopes of Work and Design Specifications including text, tables, spreadsheets, graphics, and other diverse content.
• Onboard/Offboard Employees. Work with supervisors and office personnel (local and regional) to develop onboarding plans and conduct new hire orientations.
• Responsibilities include:
• Support…