Office Assistant

Filevine is seeking a reliable, organized, and proactive part-time Office Assistant to support the day-to-day operations of its Chicago office.

The Office Assistant will be responsible for maintaining a welcoming, clean, and organized workplace while providing administrative and operational support to employees, guests, and visitors.

Responsibilities:

• Manage front desk operations, greet and check in guests, clients, and interview candidates, and maintain a welcoming reception area.
• Receive, sort, distribute, and prepare outgoing mail and packages for all departments.
• Coordinate and manage office lunches, including setup, cleanup, and breakdown of weekly meals and special events.
• Create, issue, manage, and deactivate employee building access badges for new hires and departing employees.
• Serve as the primary point of contact for building management, submitting and following up on maintenance requests and work orders.
• Monitor and restock kitchen and breakroom supplies, including coffee, snacks, beverages, and other essentials.
• Manage ordering and inventory of office snacks, supplies, and other workplace necessities.
• Maintain the cleanliness and organization of the office, including light cleaning and tidying of communal spaces, kitchens, breakrooms, and storage areas.
• Prepare for new-hire orientation by setting up designated meeting rooms, preparing computers and equipment, and organizing new-hire materials such as company T-shirts.
• Coordinate with IT on new-hire seating arrangements, desk assignments, and workstation preparation to ensure employees have the appropriate technology and equipment ready for their first day.
• Attend building information sessions and communicate relevant building updates, policies, maintenance schedules, and closures to employees.
• Assist with general office operations, event logistics, and other administrative tasks as needed.

Requirements:

• Strong organizational, time-management, communication, and problem-solving skills, with attention to detail and the ability to manage multiple priorities.
• Professional, welcoming, and customer-service-oriented approach when interacting with employees, guests, vendors, and building management.
• Ability to work independently, take initiative, and proactively support daily office operations in a fast-paced environment.
• High school diploma or equivalent required; 1–2 years of experience in office administration, front desk operations, hospitality, or a related field preferred.
• Proficiency in Microsoft Office and Google Workspace preferred.
• Must be available to work onsite in the Chicago office Monday, Wednesday, and Friday, up to 20–25 hours per week.
• Must be able to assist with office setup, lunches, events, deliveries, and occasionally lift up to 25 lbs.

Compensation:

• $25/hr

Benefits:

• Medical, Dental, & Vision Insurance (for full-time employees)
• Competitive & Fair Pay
• Enhanced Commuter Benefit: $75 monthly contribution to help cover your commute to 1 S Wacker
• Maternity & paternity leave (for full-time employees)
• Short & long-term disability
• Opportunity to learn from a dedicated leadership team