Provide day-to-day office operations and administrative support for the Chicago office, including reception, facilities and vendor coordination, inventory tracking, and event support. Manage operational workflows such as travel system (Navan), database cleanup, scheduling, portfolio request intake-to-delivery, and internal communications (intranet, guides). Serve as liaison across teams, leadership, vendors, and partners to ensure timely execution and process improvements. Support operational tools, maintain documentation, and perform occasional physical tasks (up to 50 lbs).
Olson Kundig is a design practice founded on the idea that buildings can serve as a bridge between nature, culture and people, and that inspiring surroundings have a positive effect on people’s lives. The firm’s work can be found across the globe, with projects as wide-ranging as huts to high-rises, homes- often for art collectors - to academic, cultural, and civic projects, museums and exhibition design, places of worship, creative production, urban design, and interior design.
We are currently seeking an Operations Coordinator to play a central role in supporting daily office operations, cross-departmental operations, and cross-team coordination within the Chicago office. This position combines hands-on office administration with support for firm-wide operational workflows, internal communications, and other administrative assignments.
The selected candidate is expected to work regularly in the Chicago office.
Primary Responsibilities:
Olson Kundig is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, ancestry, gender, age, religion, marital status, military or veteran status, citizenship, sexual orientation, gender expression or identity, national origin, disability, genetic information, or any other basis prohibited by law. Applicants with disabilities may request reasonable accommodations at any point in the employment process.
In compliance with Washington State’s Equal Pay and Opportunities Act (RCW 49.58.110), Olson Kundig provides transparent compensation information in all job postings. For this position based in Chicago, IL the annual salary is between $27.85 and $30.75. Final salary decisions are made based upon the extent and relevance of the candidate’s experience, as well as internal equity and external market factors.
In addition to a dynamic and creative culture, Olson Kundig provides a generous benefits package that includes 16 days of paid time off, paid holidays, health plan, 401k match, bonuses, profit-sharing plans for qualified positions, a monthly travel subsidy for public transportation, and more.
We are currently seeking an Operations Coordinator to play a central role in supporting daily office operations, cross-departmental operations, and cross-team coordination within the Chicago office. This position combines hands-on office administration with support for firm-wide operational workflows, internal communications, and other administrative assignments.
The selected candidate is expected to work regularly in the Chicago office.
Primary Responsibilities:
- Office Operations: Manage day-to-day office operations, including reception, facilities & technology coordination, vendor management, inventory & inventory tracking, and periodic event planning to ensure a seamless and professional workplace experience.
- Operational Administrative Support: Provide administrative support across operational teams, including firm travel system management (Navan), database cleanup, software systems support, support internal documentation of processes, and support scheduling of internal meetings.
- Operations Project Support: Act as a liaison across internal teams, leadership, vendors, and external partners to ensure timely execution of tasks and alignment across project priorities.
- Portfolio & Request Management: Support and manage employee portfolio requests from intake through completion, including coordination, approvals, tracking, and delivery. Training will be provided to understand this workflow.
- Internal Communications: Contribute to the maintenance and updating of the firm’s internal intranet and other materials (e.g., Chicago Client Visitor Memo or Visit Guide), ensuring information is accurate, accessible, and proactively managed.
- Experience:
- Minimum 2 years of experience in operations coordination or similar administrative role with equivalent work experience
- Administrative support experience
- Experience coordinating meetings, meals, or office events
- Knowledge, Skills and Abilities
- Client service and welcoming mindset, with the ability to create a positive and professional workplace experience for employees, visitors, and external partners.
- Ability to manage multiple operational priorities simultaneously, including office needs, portfolio requests, and administrative tasks, with strong judgment in prioritization and follow-through.
- Ability to communicate effectively (written and verbal) and proactively reach out when direction is needed.
- Highly organized and detail-oriented, with the ability to coordinate multiple requests, approvals, and deliverables accurately and on time.
- Proactive, self-directed work style with a bias for curiosity, action, and solutions; identifies gaps in workflows and drives process improvements across office and operational functions.
- Strong coordination and project support skills, with the ability to work across teams, leadership, and external vendors to ensure alignment and timely execution.
- Able to maintain and update internal content (e.g., intranet, guides, Standard Operating Procedures) clearly and accurately.
- Strong problem-solving and analytical skills, with the ability to anticipate needs, troubleshoot operational issues, and adapt in a fast-paced environment.
- Comfortable working with systems and data, including tracking requests, maintaining databases, and supporting operational tools and platforms.
- Ability to perform occasional physical tasks, including lifting and carrying items up to 50 lbs (e.g., office supplies, equipment, or event materials).
- Digital Literacy:
- Intermediate proficiency in Microsoft Suite including Word, Outlook, Excel, PowerPoint, Teams, Web Browser, ERP (Deltek)
- Intermediate proficiency in digital file organization
- Event planning experience
- Hospitality experience – knack for guiding and directing internal and external clients
- A creative work environment and colleagues who are collaborative, curious, creative and challenging
- Opportunity to grow professionally
- Check our culture page to learn about life at Olson Kundig
Olson Kundig is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, ancestry, gender, age, religion, marital status, military or veteran status, citizenship, sexual orientation, gender expression or identity, national origin, disability, genetic information, or any other basis prohibited by law. Applicants with disabilities may request reasonable accommodations at any point in the employment process.
In compliance with Washington State’s Equal Pay and Opportunities Act (RCW 49.58.110), Olson Kundig provides transparent compensation information in all job postings. For this position based in Chicago, IL the annual salary is between $27.85 and $30.75. Final salary decisions are made based upon the extent and relevance of the candidate’s experience, as well as internal equity and external market factors.
In addition to a dynamic and creative culture, Olson Kundig provides a generous benefits package that includes 16 days of paid time off, paid holidays, health plan, 401k match, bonuses, profit-sharing plans for qualified positions, a monthly travel subsidy for public transportation, and more.
What you need to know about the Chicago Tech Scene
With vibrant neighborhoods, great food and more affordable housing than either coast, Chicago might be the most liveable major tech hub. It is the birthplace of modern commodities and futures trading, a national hub for logistics and commerce, and home to the American Medical Association and the American Bar Association. This diverse blend of industry influences has helped Chicago emerge as a major player in verticals like fintech, biotechnology, legal tech, e-commerce and logistics technology. It’s also a major hiring center for tech companies on both coasts.
Key Facts About Chicago Tech
- Number of Tech Workers: 245,800; 5.2% of overall workforce (2024 CompTIA survey)
- Major Tech Employers: McDonald’s, John Deere, Boeing, Morningstar
- Key Industries: Artificial intelligence, biotechnology, fintech, software, logistics technology
- Funding Landscape: $2.5 billion in venture capital funding in 2024 (Pitchbook)
- Notable Investors: Pritzker Group Venture Capital, Arch Venture Partners, MATH Venture Partners, Jump Capital, Hyde Park Venture Partners
- Research Centers and Universities: Northwestern University, University of Chicago, University of Illinois Urbana-Champaign, Illinois Institute of Technology, Argonne National Laboratory, Fermi National Accelerator Laboratory
