Department: Human Resources

Pay: $40,000 to $55,000 Annually

Schaumburg, IL

The Office Coordinator and Administrative Assistant at FORTH will be the central support to our internal teams, executives, and operations—ensuring that our workplace is efficient, welcoming, and organized while reflecting our company values of integrity, collaboration, and excellence. The OC/AA will report to the Director of Human Resources.

Duties and Responsibilities include but are not limited to the following:

Office & Facility Management

• Keep common areas, meeting rooms, and offices tidy and presentable.
• Take inventory of office supplies (e.g., stationery, printer supplies, break room items).
• Order supplies (Amazon, vendors, or other suppliers) as needed.
• Work with vendors (water delivery, coffee, plants, printer maintenance, shredding, etc.).
• Maintain and troubleshoot café equipment (coffee machines, dishwashers, etc.).
• Troubleshoot with Corporate IT when issues arise with office equipment (shredder, printer, etc.).
• Submit tickets or requests for building maintenance issues, and liaise with building management.
• Act as floor warden and share building-related announcements or notices.
• Decorate office for seasonal or holiday occasions.

Mail & Financial Processing

• Collect, sort, and distribute daily mail (including Settlements and Consumer Services correspondence).
• Scan and send mail to Accounts Payable or assigned contacts.
• Accept certified letters, FedEx, UPS packages, etc., and appropriately log or route them.
• Deposit checks twice monthly.
• Occasionally deliver items to the post office or handle outbound shipments.

Front Desk & Guest Services

• Serve as the front desk point-of-contact, greet visitors and receive packages.
• Maintain a professional reception area.
• Assist with desk/office clear-outs during off-boarding and prepping the space for new hires.

Travel & Event Coordination

• Book and coordinate travel (flights, hotels, rental cars) for Leadership.
• Manage room blocks for internal group travel.
• Make reservations for restaurants or other gathering venues when needed.
• Register staff for conferences, handle shipping of materials, and coordinate logistics.

HR & Onboarding Support

• Support HR with onboarding tasks (office tours, document preparation, welcome kits, badge or gym card issuance).
• Maintain inventory of company swag, branded materials, and promotional items.
• Ship materials or welcome kits to remote employees or new hires as needed.

Administrative Support & Miscellaneous Tasks

• Assist with scanning, filing, and document management
• Process Amazon or departmental orders (especially for IT or other teams)
• Submit expense receipts and reports to the Controller
• Occasionally assist with ad hoc scanning of mail or documents
• Perform daily duties in line with our information security policies and procedures
• Ensure that information confidentiality, integrity and privacy is always maintained with processing information assets

Qualifications and Required Skills

• 1–3 years in office administration, facilities coordination, or a related support role.
• Strong organizational skills, attention to detail, ability to multitask, and prioritize tasks independently.
• Excellent verbal and written communication skills.
• Proficiency in Microsoft Office and/or Google Workspace, along with comfort using various technology tools.
• Professional, friendly demeanor with strong customer / visitor orientation.
• Discretion, reliability, and the ability to handle confidential information.
• Experience with vendor management or working with facilities and building management is a plus.

This role is full-time in the office (five days per week) to support in-office needs. Typical hours are 9:00a.m.–4:30 p.m., though some flexibility may be allowed in consultation with Leadership. Some occasional out-of-office tasks (e.g. mailing, supply pickup) may be required.