Office Administator

Company Name: tastytrade/IG North America
Role: Office Administrator
Location: Chicago, IL (5 days in office)
We are seeking a detail-oriented and proactive Office Administrator to oversee daily office operations, manage vendor relationships, and ensure a welcoming and well-maintained workplace environment. This role is essential to keeping our office running smoothly and supporting our team's day-to-day needs.

What You’ll Do:

Daily Office Operations

• Perform opening duties including stocking snacks and beverages, brewing coffee, monitoring cold brew keg levels and creamers, replenishing cups and lids, managing dishwasher operations, and setting up lunch buffet service
• Execute closing duties by maintaining kitchen cleanliness, restocking supplies as needed, and preparing for the next business day
• Manage mail distribution twice daily and coordinate outgoing shipments via USPS, FedEx, and UPS
• Maintain organized and well-stocked office supply closet

Visitor & Access Management

• Register and manage all incoming guests through the Angus CBRE portal
• Greet visitors professionally and offer refreshments upon arrival
• Notify appropriate staff members of guest arrivals
• Maintain and update records of individuals banned from the building, communicating changes to security and building management
• Coordinate key card access through IT department and security, including activation of new badges for the 6th floor and deactivation for departing employees
• Update Building Badge Access Tracker and Leaver Checklist spreadsheets to track new badges and badge access removal

Facilities & Vendor Coordination

• Submit and manage building requests through the Angus CBRE system for janitorial and engineering needs
• Ensure all vendors have valid Certificates of Insurance (COI) and complete onboarding through the Aravo system
• Communicate appropriate building-related announcements to the DL IG NA mailing list and Slack/Teams channels when needed

Food Service Management

• Assist with or independently manage daily lunch delivery and setup (approximately 11 AM)
• Communicate dietary restriction-friendly menu options to relevant staff members
• Monitor lunch service throughout the day
• Complete lunch cleanup after 2 PM, including waste disposal, food storage, and dishwasher operation
• Update lunch leftovers tracker to inform future ordering quantities
• Order lunch for the office when needed
• Place weekly orders for coffee (Big Shoulders Nitro cold brew kegs and whole bean coffee)
• Coordinate weekly Instacart orders for Costco items
• Manage Canteen orders for snacks, drinks, and disposable serve ware
• Order office supplies through Amazon as needed

Special Projects & Events

• Assist with maintaining inventory of company swag
• Update and manage the Threadless/fan shop store for viewers
• Plan and execute company events and employee engagement initiatives as requested
• Assist with coordinating board meetings including security registration, room setup, catering arrangements (donuts/coffee and lunch), and booking car service through Black Car Transportation when required
• Assist with monthly corporate parking account and daily parking users account management through Metropolis and resolve parking issues on behalf of employees
• Occasionally respond to Executive Leadership/C-suite or their EA’s requests as needed

Who You Are:

• Comfortable being in office 5 days a week
• Strong organizational skills with excellent attention to detail
• Ability to manage multiple priorities and tasks simultaneously
• Professional demeanor with strong interpersonal and communication skills
• Experience with vendor management and facilities coordination
• Comfortable working independently and as part of a team
• Flexibility to adapt to changing daily needs
• Proficiency in Microsoft Outlook/Teams, Concur and Slack
• Proficiency with office management systems and portals a plus (CBRE Angus, Aravo, etc.)

• Performance Bonuses 
• Stock Purchase Options 
• Medical/Vision/Dental Benefits 
• 401k Plan 
• 20 Paid Vacation Days (plus an additional paid vacation day the month of your birthday!) 
• 10 Paid Sick Days 
• Gym Membership Reimbursement 
• Commuter Benefits 
• Pet Insurance 
• Wellness & Mental Health Programs 
• Charitable Donation Matching 
• Two Paid Volunteer Days Off 
• Daily catered lunch when in the office 
• Full kitchen with snacks and beverages 
• In-building gym 
• Shuttle to/from Metra