Operations Coordinator

• Office Operations: Manage day-to-day office operations including reception facilities & technology coordination vendor management inventory & inventory tracking and periodic event planning to ensure a seamless and professional workplace experience.
• Operational Administrative Support: Provide administrative support across operational teams including firm travel system management (Navan) database cleanup software systems support support internal documentation of processes and support scheduling of internal meetings.
• Operations Project Support: Act as a liaison across internal teams leadership vendors and external partners to ensure timely execution of tasks and alignment across project priorities.
• Portfolio & Request Management: Support and manage employee portfolio requests from intake through completion including coordination approvals tracking and delivery. Training will be provided to understand this workflow.
• Internal Communications: Contribute to the maintenance and updating of the firms internal intranet and other materials (e.g. Chicago Client Visitor Memo or Visit Guide) ensuring information is accurate accessible and proactively managed.

• Experience:

• • Minimum 2 years of experience in operations coordination or similar administrative role with equivalent work experience
  • Administrative support experience
  • Experience coordinating meetings meals or office events

• Knowledge Skills and Abilities
  • Client service and welcoming mindset with the ability to create a positive and professional workplace experience for employees visitors and external partners.
  • Ability to manage multiple operational priorities simultaneously including office needs portfolio requests and administrative tasks with strong judgment in prioritization and follow-through.
  • Ability to communicate effectively (written and verbal) and proactively reach out when direction is needed.
  • Highly organized and detail-oriented with the ability to coordinate multiple requests approvals and deliverables accurately and on time.
    • Proactive self-directed work style with a bias for curiosity action and solutions; identifies gaps in workflows and drives process improvements across office and operational functions.
  • Strong coordination and project support skills with the ability to work across teams leadership and external vendors to ensure alignment and timely execution.
  • Able to maintain and update internal content (e.g. intranet guides Standard Operating Procedures) clearly and accurately.
  • Strong problem-solving and analytical skills with the ability to anticipate needs troubleshoot operational issues and adapt in a fast-paced environment.
  • Comfortable working with systems and data including tracking requests maintaining databases and supporting operational tools and platforms.
  • Ability to perform occasional physical tasks including lifting and carrying items up to 50 lbs (e.g. office supplies equipment or event materials).

• Digital Literacy:
  • Intermediate proficiency in Microsoft Suite including Word Outlook Excel PowerPoint Teams Web Browser ERP (Deltek)
  • Intermediate proficiency in digital file organization

• Event planning experience
• Hospitality experience knack for guiding and directing internal and external clients

• A creative work environment and colleagues who are collaborative curious creative and challenging
• Opportunity to grow professionally
• Check our culture page to learn about life at Olson Kundig

All applicants must be legally authorized to work in the United States without sponsorship and must already possess long-term work authorization.