OFFICE AND OPERATIONS COORDINATOR bei Bottom Line

OFFICE AND OPERATIONS COORDINATOR 

Chicago 

Who We Are and What We Believe: 

Founded in 1997, Bottom Line is a nationally recognized nonprofit organization with a mission to partner with degree-aspiring students of color from under-resourced communities as they get into college, graduate, and go far in life. We achieve this mission by providing one-on-one guidance during the college application process through college graduation and the successful launch of their careers. 

Our vision is to dramatically transform urban communities by producing thousands of new career-ready college graduates. 

When you join Bottom Line, you will find a rewarding, fast-paced, results-oriented environment. We build strong relationships with our students and with each other. We take our work seriously, and we know that a focus on data and metrics is integral to our continued success. Experts in our fields, we are driven by our mission and extremely proud of the work we do. 

What You Will Do: 

Overview: 

The Office and Operations Coordinator, reporting to Chicago’s Director of Workplace Experience, is responsible for ensuring smooth daily operations of the CHI office and will serve as the first point of contact for students, staff, and visitors. This role will manage office logistics, oversee facilities and supplies, and provide support to regional leadership. 

The ideal candidate is organized, detail oriented, and customer-service driven, with the ability to balance hospitality at the front desk with back-end operational responsibilities. 

Primary Responsibilities: 

Office Operations Management – 45%  

• Serve as the primary point of contact for regional operations needs
• Oversee the functionality, cleanliness, and organization of the office to ensure smooth daily workflows, supporting staff needs and optimizing use of shared spaces and resources.
• Manage vendor and service provider relationships, including maintaining accurate records of contracts, communications, and service requests to support smooth office operations
• Coordinate and provide on-site support for regional meetings and events, including scheduling, setup, catering, AV/tech needs, guest welcome, and clean-up
• Assist in maintaining the regional office calendar by updating logistics-related items (such as meetings, events, and deadlines), ensuring accuracy and alignment with the Director of Workplace Experience’s primary calendar

• Serve as the regional point of contact for technology, troubleshooting basic issues with office equipment, connectivity, and AV systems, and coordinating with IT or external vendors for resolution
• Collaborate with the Director of Workplace Experience to implement national operational updates
• Support adherence to regional office policies and procedures by modeling best practices in office operations and escalating issues to the Director of Workplace Experience

Front Desk and Hospitality – 35% 

• Greet and welcome students, staff, and visitors; create a warm and professional office environment
• Manage student sign-in process and maintain awareness of who is in the office
• Monitor building access and visitor activity, issue badges when necessary, and coordinate with building security as issues arise
• Ensure visitors follow sign-in procedures and are aware of emergency protocols
• Ensure the front desk is staffed during all business hours and program-related events, including occasional evening programming
• Answer the main office phone line and emails consistently, directing inquiries and providing high-quality customer service to the Bottom Line community
• Maintain the professional appearance and organization of the front desk and reception area, ensuring materials and supplies are fully stocked
• Provide wayfinding and orientation for visitors and new students, including answering FAQs and directing them to the appropriate staff or space
• Coordinate and provide on-site support during regional meetings and events, including setup, AV/tech, guest check-in, front desk coverage, and welcoming attendees, with occasional evening programming
• Accept, distribute, and manage outgoing mail and packages, including FedEx/UPS and postage
• Maintain shared hospitality spaces and supplies, including the coffee/tea station, waiting area, and front desk resources

Administrative support – 20% 

• Provide scheduling and general administrative support to regional leadership as needed, including calendar management, meeting preparation, and document organization
• Assist with onboarding logistics for new staff, including workspace set-up, office orientation, and technology access
• Support special projects related to regional operations, providing administrative assistance, tracking progress, or preparing materials as requested
• Assist the Director of Workplace Experience in implementing regional staff experience initiatives, such as surveys, communications, or office culture activities

• Provide ad hoc administrative support for other operational or leadership needs as requested, ensuring smooth coordination across the region

Secondary Responsibilities 

• Represent the Bottom Line brand in a positive and professional manner

Duties, responsibilities, and activities may change at any time with or without advanced notice.    

Work Schedule:  

Monday – Friday: 10am-6:30pm – There may be times throughout the year when you may be expected to work additional hours and/or flex your schedule to support events, student programming, or office operations as needed.  

Expected Travel: 

10% - for off-site events 

Who Should Apply: 

If you meet the qualifications below, you should apply.  

Required: 

• At least 1 year of relevant work experience
• Work authorization
• Demonstrated commitment to Bottom Line’s mission, vision, and core values
• Demonstrated comfortability with technology and ability to troubleshoot
• Ability to work both autonomously and collaboratively 
• Customer service orientation and approach, both in working with our students and staff 
• Strong attention to detail and project management skills 
• Ability to manage competing priorities and timelines 

Preferred: 

• Associate or bachelor’s degree, or progress toward a degree
• Experience managing office operations, facilities, or administrative support
• Experience in front desk, hospitality, or event support
• Demonstrated commitment to Bottom Line’s Mission, Vision, and Core Values 

How To Apply/Application Deadline: 

All applications must be submitted via Bottom Line’s Career Page.  

Please share your resume and cover letter.  

The application deadline is September 23, 2025.  

Start Date: 

October 2025  

Compensation: 

$45,000 – 49,000 

Benefits: 

Learn about our benefits here.