Operations Coordinator

Operations Coordinator

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:

• 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.

Must Have:

• 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

Nice to Have:

• Event planning experience
• Hospitality experience – knack for guiding and directing internal and external clients

What can you expect from us?

• 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

Equal Opportunity & Pay Transparency 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.

All applicants must be legally authorized to work in the United States without sponsorship and must already possess long-term work authorization.