Office Administrator

  • Suite 430
  • Full-time

Company Description

The Chicago Architecture Foundation is a nonprofit organization dedicated to advancing public interest and education in architecture and design. The Chicago Architecture Foundation presents a comprehensive program of toursexhibitionslecturesspecial events, and adult and youth education activities, all designed to enhance the public’s awareness and appreciation of Chicago’s outstanding architectural legacy.

Job Description

Position Title:   Office Administrator

Classification:   Full time, Non-exempt

Reports to:  Human Resources & Office Manager

Supervises:  N/A

Working Relationships:   General public; CAF staff, members, docents, and volunteers; Building management

Description:  The Office Administrator provides a variety of office and reception services to CAF staff and visitors.  Ensures that CAF’s spaces and equipment are well-maintained. Implements efficient office procedures and educates staff on usage of office equipment and spaces.


Key Duties and Responsibilities

  • Recommend office procedures and assist in training staff on office processes and equipment. Interact with staff to resolve procedural issues.
  • Ensure that office equipment (i.e. copiers, fax machines, and telephones) is operational and serviced per schedule. Arrange for service/repair as needed.
  • Coordinate the usage of office space and assist with preparations for meetings and special events.   Act as liaison with building management/staff for special set-ups.
  • Welcome visitors to the CAF administrative office and notify staff of their arrival.
  • Answer incoming calls and route callers to the appropriate party.
  • Monitor incoming e-mails and route inquiries to the appropriate party.
  • Maintain general office supplies and coordinate special orders on a periodic basis.
  • Maintain CAF materials for distribution to general public and visitors.
  • Respond to facility maintenance and repair requests, routing inquiries to building management and/or external vendors.  Coordinate maintenance visits for carpet cleaning, HVAC, and other facility-related issues.
  • Manage facility rentals and coordinate logistics with building management, security, and janitorial crew.
  • Process outgoing mail and packages for CAF staff through USPS, FedEx, UPS, or messenger services.  Receive incoming mail and route to the appropriate staff members.
  • Maintain supply of office and cubicle keys; order new keys and building access cards as needed.
  • Assist with coordinating trainings, interviews, and other meetings as needed.
  • Assist with on-boarding new staff including office/desk set-up, ordering keys, and coordinating other logistics.
  • Assist HR/Office Manager with special projects.
  • Perform other duties as assigned.


Education and Experience Requirement

  • Minimum 2 years of college required.  Bachelor’s Degree in Business, Management, or related field strongly preferred.
  • 2-4 years of customer service, administrative, or office experience
  • Experience in an office setting strongly preferred

Skills and Attributes

  • High level of customer service with the ability to work in a team environment
  • Exceptional oral and written communication skills
  • Strong time management, prioritization, and organizational skills
  • Ability to understand and follow written and verbal instructions
  • Strong attention to detail
  • Ability to problem solve using available resources with minimal supervision
  • Ability to lift and move up to 30 pounds
  • Proficiency in office productivity software such as Word, Excel, and PowerPoint required; preferred typing speed of at least 60 wpm with high accuracy
  • Proficiency in internet usage, including web-based information systems; ability to learn and adapt to new systems

Additional Information

General office hours are 9:00 am - 5:00 pm, Monday-Friday. Position may require some overtime as needed.  

Chicago Architecture Foundation is an Equal Opportunity Employer.