Office Coordinator

Hightower Advisors•Chicago, IL

3d•$55,000 - $65,000•Onsite

About The Position

Founded in 2008, Hightower is a wealth management firm that provides investment, financial and retirement planning services to individuals, foundations and family offices, as well as 401(k) consulting and cash management services to corporations. Hightower’s capital solutions, operational support services, size and scale empower its vibrant community of independent-minded wealth advisors to grow their businesses and help their clients achieve their financial vision. Based in Chicago with advisors across the U.S., we operate as a registered investment advisor (RIA). The Office Coordinator is the first point of contact for our Chicago home office and plays a key role in creating a polished, seamless workplace experience. This role supports day‑to‑day office operations, reception back‑up, meeting coordination, office supply management, vendor relationships, and maintenance scheduling. The ideal candidate thrives in a fast‑paced environment, communicates clearly, and delivers a professional, service‑oriented experience for employees, clients, and guests.

Requirements

2+ years’ experience in office coordination, reception, or administrative support
Strong communication and customer service skills
Proficiency in Microsoft 365 (Outlook, Teams, SharePoint, Excel)
Ability to prioritize, multitask, and maintain high attention to detail
Professional presence and ability to interact with all levels of staff
Experience supporting multi‑site offices

Nice To Haves

Familiarity with office service vendors (shredding, postage, supplies)
Experience processing expenses or supporting basic budgeting
Event planning or facilities coordination experience

Responsibilities

Answer and route incoming phone calls promptly and professionally
Greet visitors, manage sign‑ins, and notify appropriate staff
Maintain clean, organized reception and common areas
Assist with mail, packages, and courier coordination
Support emergency procedures and drills
Partner with Executive Admins to coordinate in‑office and off-site meetings and events
Manage shared calendars, conference room bookings, and meeting logistics
Support employee engagement activities, including room setup, catering, A/V needs, and guest arrangements
Coordinate travel arrangements when needed
Support onboarding logistics, including welcome materials, food/beverages, and seating arrangements
Manage account creation, maintenance, and billing for shredding services, postage/meter accounts, and office supply vendors
Support accounts for both the home office and advisor practicesReconcile invoices, monitor usage, and resolve billing issues
Partner with Office Services on office supply and consumable orders and restocking
Maintain inventory levels and process purchase orders as needed
Coordinate specialty orders and ensure cost‑effective purchasing
Process and reconcile expense reports related to office orders and services
Manage maintenance plans and schedules for plant service, HVAC, and cleaning/janitorial
Track service requests and ensure timely issue resolution
Maintain vendor contacts, service logs, and compliance documentation
Coordinate with building management on facility issues and repairs

Benefits

Coverage on the first day of employment for medical, dental, and vision insurance
Paid parental leave (16 weeks for primary caregiver and 8 weeks for secondary caregiver)
Mother’s lounge onsite
Flexible PTO plan
Monday- Friday, fully in-office schedule required
Free brand-new gym in the Chicago office
401k matching plan
HSA employer contributions
Student loan assistance
Pet insurance
Base salary of $55,000-$65,000 plus discretionary bonus (exact base salary amount will be dependent on experience)