What are the responsibilities and job description for the Office Coordinator position at First Hospitality?
Great opportunity to join our Home Office Team!
What's in it for you…
- Insurance enrollment available from DAY 1!
- Paid time off available from DAY 1!
- Holiday pay available from DAY 1!
- 401(k) enrollment after 30 days!
- Hotel and travel discounts at worldwide destinations!
- Professional development and promotion opportunities!
The impact you’ll make…
We seek a highly organized, detail-oriented, and digitally astute Office Coordinator to support our team in document management, digital filing, and data migration, while also supporting daily office operations to ensure seamless workflow. The ideal candidate will be proactive, professional, adept at managing multiple priorities in a fast-paced environment.
What you’ll be doing…
Document Management & Administration:
- Oversee and organize corporate documents (legal, operations, accounting, investments) in both physical and digital formats, ensuring proper storage and compliance.
- Manage document libraries and access permissions, keeping files secure and easy to retrieve.
- Assist the legal team with organizing and maintaining permits, licenses, agreements, and other key documents.
- Ensure document accuracy by fixing duplicates, outdated files, and misclassified records.
- Train and support employees on best practices for managing documents.
- Work with Accounting, Finance, Legal, and IT teams to ensure smooth access to important business files.
Office Coordination:
- Manage building access for FH employees and guests
- Coordinate & place orders for office supplies
- Receive & sort inbound mail and packages and coordinate outbound mail, including preparing shipping labels, stuffing envelopes, and dropping off shipments at nearby drop-offs
- Organize & stock office common areas, including the mailroom & kitchen
- Coordinate and layout in-office catering for meetings and celebrations, as needed
- Coordinate maintenance requests with the landlord
- Coordinate new décor & furniture replacement requests
- Serve as office safety marshal and fill other liaison roles as needed with the landlord
Administration Support:
- Provide general administrative support to executives (e.g., meeting support and management, scheduling, etc.).
- Support all corporate needs for print reports, presentations, and other documents, including collating digital files into single documents and binding.
- Perform other clerical and support tasks as assigned
You should be able to…
- Proficiently use Microsoft Office Suite including SharePoint, Excel, PowerPoint, Word and Outlook
- Demonstrate excellent verbal and written communication
- Demonstrate excellent interpersonal and customer service skills
- Demonstrate excellent organization and time management with attention to detail
- Strong understanding of confidentiality and data protection policies
- Work independently with little supervision
Requirements…
Associate degree or equivalent education and experience preferred
3 years of experience in a similar role
About First Hospitality…
Founded in 1985 and based in Chicago, First Hospitality is a forward-thinking hotel development, investment, and management company. First Hospitality’s strategic vision is to create value for all through excellence and an openness to doing things differently.
First Hospitality seeks to attract and retain a high-performing and diverse workforce in which employee’s differences are respected and valued to better meet the varying needs of the customers we serve. FH fosters an inclusive work environment that promotes collaboration, flexibility, and fairness. Equal Opportunity Employer.
