Office Coordinator & Administrative Assistant
This Jobot Job is hosted by: Merwan Zattam Are you a fit? Easy Apply now by clicking the "Apply Now" button and sending us your resume. Salary: $50,000 - $55,000 per year A bit about us: We are a trusted leader in debt-resolution technology, providing robust tools and secure payment solutions designed to empower individuals and streamline operations for businesses. We simplify the path to financial progress: for consumers, helping manage payments and track their journey toward financial freedom; for our clients, offering an all-in-one platform with automation and real-time insights to drive operational efficiency. With more than 15 years of industry experience, our suite of powerful products supports millions in settling debt effectively and efficiently. Our platform was built to move both consumers and businesses ahead — smarter, faster, and with confidence. We’re more than just a technology provider: we’re your partner in building resilient, scalable systems that integrate across platforms and adapt to evolving financial landscapes. We collaborate seamlessly with global teams, adhere to rigorous standards of code quality and data security, and continuously evolve through innovation and best practices. Why join us? Health insurance Vision insurance Dental insurance Life insurance 401(k) retirement plan PTO Job Details Office Coordinator & Administrative Assistant Full-Time | Onsite | Schaumburg, IL About the Role The Office Coordinator & Administrative Assistant serves as the central support resource for internal teams, executives, and overall office operations. This role ensures that the workplace remains efficient, welcoming, and well-organized, while upholding company values of integrity, collaboration, and excellence. The position reports to the Director of Human Resources. Responsibilities Office & Facility Management Maintain clean, organized, and presentable common areas, meeting rooms, and workspaces Track inventory of office supplies (stationery, printer materials, break room essentials) Order supplies through Amazon, vendors, or other suppliers as needed Coordinate with office vendors (water delivery, coffee service, plant maintenance, shredding, printer service, etc.) Maintain and troubleshoot café equipment (coffee machines, dishwashers, etc.) Work with Corporate IT to resolve office equipment issues (printers, shredders, etc.) Submit and track building maintenance requests; serve as liaison with building management Act as floor warden and communicate building-related updates or notices Decorate the office for seasonal or holiday events Mail & Financial Processing Collect, sort, and distribute daily mail, including specialized correspondence Scan and forward mail to Accounts Payable or designated contacts Accept and log certified mail, FedEx/UPS packages, and other deliveries Make twice-monthly check deposits Handle occasional post office drop-offs or outbound shipments Front Desk & Guest Services Serve as the primary point of contact at the front desk; greet visitors and receive deliveries Maintain a professional, welcoming reception area Assist with desk/office cleanouts during offboarding and prepare workspaces for new hires Travel & Event Coordination Book and coordinate travel arrangements (flights, hotels, rental cars) for leadership Manage room blocks for internal group travel Make restaurant or venue reservations as needed Register staff for conferences, coordinate shipping of materials, and support event logistics HR & Onboarding Support Support HR with onboarding tasks, including office tours, document preparation, and welcome kit setup Maintain inventory of company swag, branded materials, and promotional items Ship welcome kits or materials to remote employees as needed Administrative Support & General Tasks Assist with scanning, filing, and document management Process Amazon and departmental orders, particularly for IT or operational needs Submit expense receipts and reports to the Controller Perform ad hoc scanning and administrative assignments Follow all information security policies and procedures Ensure confidentiality, integrity, and privacy of information at all times Qualifications 1–3 years of experience in office administration, facilities coordination, or a related role Excellent organizational skills, attention to detail, and ability to multitask independently Strong written and verbal communication skills Proficiency in Microsoft Office and/or Google Workspace; comfortable learning new technology tools Professional, friendly demeanor with strong customer service orientation Dependable, discreet, and capable of handling confidential information Experience working with vendors or building/facilities management is a plus Working Conditions This role is fully onsite, Monday through Friday, to support daily office operations. Typical working hours are 9:00 a.m.–4:30 p.m., with limited flexibility as approved by leadership. Occasional offsite tasks (e.g., mailing, supply pickup) may be required. Interested in hearing more? Easy Apply now by clicking the "Apply Now" button. Jobot is an Equal Opportunity Employer. We provide an inclusive work environment that celebrates diversity and all qualified candidates receive consideration for employment without regard to race, color, sex, sexual orientation, gender identity, religion, national origin, age (40 and over), disability, military status, genetic information or any other basis protected by applicable federal, state, or local laws. Jobot also prohibits harassment of applicants or employees based on any of these protected categories. It is Jobot’s policy to comply with all applicable federal, state and local laws respecting consideration of unemployment status in making hiring decisions. Sometimes Jobot is required to perform background checks with your authorization. Jobot will consider qualified candidates with criminal histories in a manner consistent with any applicable federal, state, or local law regarding criminal backgrounds, including but not limited to the Los Angeles Fair Chance Initiative for Hiring and the San Francisco Fair Chance Ordinance. Information collected and processed as part of your Jobot candidate profile, and any job applications, resumes, or other information you choose to submit is subject to Jobot's Privacy Policy, as well as the Jobot California Worker Privacy Notice and Jobot Notice Regarding Automated Employment Decision Tools which are available at jobot.com/legal. By applying for this job, you agree to receive calls, AI-generated calls, text messages, or emails from Jobot, and/or its agents and contracted partners. Frequency varies for text messages. Message and data rates may apply. Carriers are not liable for delayed or undelivered messages. You can reply STOP to cancel and HELP for help. You can access our privacy policy here: jobot.com/privacy-policy
