Office Administration Coordinator - Military veterans preferred

Job Category: Administration
Risquisition Number: OFFIC001180
Posted: August 7, 2025
Full-Time
Chicago, IL 60606, USA

Job Details

Description

Office Administration Coordinator

Buchanan Ingersoll & Rooney is a national law firm with a proven reputation for providing progressive, industry-leading legal, business, regulatory and government relations advice to our regional, national and international clients.

We are currently searching for an Office Administration Coordinator for our Chicago, IL location. This individual is responsible for managing the front desk and ensuring a welcoming and efficient environment for guests and clients. This role involves greeting visitors, answering phone calls, providing administrative support, and maintaining the reception area. The ideal candidate will possess excellent communication skills, a friendly demeanor, and strong organizational abilities.

* The Office Administration Coordinator's schedule will be on-site 8:30am - 5:00pm M-F

Core Responsibilities:

1. Greeting and Directing Visitors:

• Welcome guests and clients in a professional and friendly manner.
• Determine the purpose of each visitor's arrival and direct them to the appropriate person or location.
• Notify staff members of visitor arrivals.

• Answer, screen, and forward incoming calls professionally.
• Take accurate messages and ensure timely delivery to the appropriate recipients.
• Provide information to callers and direct them to the appropriate person or department.

• Handle incoming and outgoing mail, faxes, and deliveries.
• Perform basic clerical tasks such as filing, photocopying, and faxing.
• Assist with other administrative duties as needed.

• Perform daily key operations for duplicating and convenience center equipment, ensuring cleanliness and organization.
• Receive, inspect, prioritize, and log copy/print/scan jobs.

• Oversee the receipt, sorting, and delivery of incoming USPS mail and packages, ensuring accurate logging in the TRAC system.
• Coordinate outgoing mail, including certified and express mail, ensuring proper preparation and logging.

• Conduct daily checks of hospitality areas, including kitchens and conference rooms, ensuring cleanliness and adequate supplies.
• Set up and break down conference rooms as per user requests, maintaining a clean and organized environment. Ordering food per user requests.

• Assist with the identification and digitization of physical files, ensuring compliance with organizational standards.
• Coordinate with offsite records storage providers for retrieval and delivery services.

• Maintain inventory of office and hospitality supplies, ordering as needed and ensuring timely delivery to end-users.

• Support IT duties, including desktop equipment installation and troubleshooting.
• Place maintenance requests.

Qualifications:

• High school diploma or equivalent; additional education or certifications in office administration or related fields is a plus.
• Previous experience in a receptionist or administrative role preferred.
• Strong organizational and multitasking skills with attention to detail.
• Excellent communication and interpersonal skills.
• Ability to work independently and as part of a team.

Why should you work at Buchanan?

Our Firm offers outstanding benefits that include:

• Hybrid schedules available
• Competitive salary and generous Paid Time Off
• Insurance – Medical, Vision, and Dental
• 401K Program
• WorkWell wellness program, including free use of the Calm App
• Caregiving assistance with Bright Horizons (child, elder, and pet care)
• Subscription to LinkedIn Learning

We are an Equal Opportunity Employer.

Pay: $55,000 - $65,000 annually

*Pay ranges are provided in compliance with HB3129, Illinois' pay transparency law; actual pay may vary based on a variety of factors, including education, applicable experience, etc.

Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities
This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights notice from the Department of Labor.

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