Office Coordinator

Atomic is growing a diverse and inclusive team of curious, creative people who love creating great software for our clients.

We’re looking for someone passionate about providing high quality experiences for colleagues and clients.

Since 2001, Atomic Object has designed and developed software products for web, mobile, desktop, and embedded devices. We were founded on the belief that not all software is created equal. Many people can write code, but it takes a close-knit team of passionate people to create exceptional, innovative products that change the way people do business.

We’re an employee-owned company with 100+ Atoms based in our Grand Rapids, Ann Arbor, Chicago, and Raleigh offices. 

Job Overview

The Office Coordinator brings hospitality to life at Atomic Object’s Chicago office. They create a welcoming space for clients, visitors, and team members. From greeting guests to preparing snacks, their care is felt throughout the office. These efforts ensure everyone feels valued and supported. This role helps foster a positive environment where people can do their best work. Their contributions directly impact the success of our teams and the quality of the products we deliver.

The Office Coordinator also keeps the facility running smoothly. They ensure supplies are stocked and the office is well organized. This role provides a strong foundation for collaboration and creativity. Atoms can focus on their work, knowing they have a functional and well-maintained space. The Office Coordinator’s work is essential to the office’s success and culture.

• Home base in greater Chicago
• Work on-site Monday through Friday from 8 a.m. to 4 p.m.
• Occasional evening and weekend assignments, as required and possible.

• Exemplify great hospitality by warmly welcoming guests and ensuring their comfort.
• Organize and communicate about in-house and off-site social events.
• Provision food and space for client meetings and internal gatherings.
• Support other team and client events as needed, ensuring smooth execution.

• Ensure the kitchen and frequently touched surfaces are kept exceptionally clean and well-maintained.
• Organize and maintain storage areas and supply cabinets.
• Maintain all meeting rooms by keeping them clean, organized, and stocked, and ensure whiteboards are regularly erased and cleaned.
• Maintain a clean and tidy appearance to the office space.
• Review and approve payment for invoices related to vendors providing facility services.

• Maintain and monitor inventory of office supplies.
• Reorder supplies and special-use items as needed.
• Keep shared workspaces and meeting rooms stocked and organized with necessary supplies.

• Prepare snacks for ~15 people daily
• Ensure snack dispensers are stocked and clean.
• Handle food shopping as needed.

• Provide executive support to Managing Partners by coordinating calendars and scheduling prospective client meetings 
• Answer and route phone calls in a professional manner.
• Keep documentation about office operations, processes, vendors, and procedures up to date and well-maintained.
• Regularly meet with Managing Partners to discuss office health, review progress on special projects, address and resolve issues, and assist with tasks.
• Handle local errands, such as trips to the post office, hardware store, or FedEx Office.

• Work a full-time job (generally 40 - 42 hours per week).
• Track time daily.

• Strong email and calendaring skills
• Strong written and verbal communication skills
• Excellent interpersonal skills, high emotional intelligence

• Ability to pragmatically meet the needs of multiple individuals/executives supported
• Self-driven and able to work independently
• Ability to manage time and prioritize across short-term and long-term time horizons
• Able to navigate complex decision making: deal with change, clarify ambiguity, identify tradeoffs, unify stakeholders, and plot a way forward

• Familiarity with tools like Luma and Hubspot
• Trustworthy - does what they say they’ll do, punctual, etc
• Friendly, service-oriented personality
• Keen attention to detail
• Exhibits Atomic’s values

At a minimum, applicants should have prior experience working in a clerical position. We’re looking for someone with the following attributes:

• 2+ years of general work experience.
• Associates or Bachelor’s degree preferred.
• Administrative or customer service experience is a plus.
• Proficient in Microsoft Office and Google Suite.

The total cash compensation range for this role is $74,000 - 85,500 per year. Total cash compensation includes salary plus profit-sharing bonuses. Your exact offer will reflect your job-related knowledge, skills, education, experience and responsibilities of the role. In addition to the stated total cash compensation, our compensation package includes the following benefits:

• Paid time off and holidays
• Atomic-sponsored health insurance (including dependents) with HSA contributions
• Access to Dental & Vision Insurance with Competitive Premiums
• Employee ownership
• Sustainable working pace
• Regular 401(k) company contributions (3%)
• Parental leave
• Long and short-term disability insurance
• Support for professional development

The Office Coordinator will report to Atomic’s Chicago Managing Partners, Jordan Schaenzle and Abishek Boinpally.

Atomic is a great place to do awesome work. As an Atom, you'll:

• Join a tight-knit group of makers working in an atmosphere of friendship, exploration, and respect.
• Work on a variety of projects and help make pipelines safer, cities greener, healthcare smarter, and old products new again.
• Be part of a transparent, employee-owned company that's active in making the software community stronger, smarter, and more diverse.
• Receive great benefits, including support for professional development, schedule flexibility, employee ownership, 401(k) contributions, and generous vacation time.