Administrative Office Coordinator Jobs in Chicago, IL

Description

About ImmersiveTouch

ImmersiveTouch is a fast-growing medical device company transforming surgical planning through virtual and augmented reality (VR/AR) and precision 3D printing. Our technology empowers surgeons to visualize, plan, and rehearse complex procedures using patient-specific 3D models and advanced simulation software.

About the Role

We're looking for a highly organized and proactive Office Administrative Coordinator to oversee the daily operations of our Chicago headquarters. In this role, you'll help keep our fast-paced startup running efficiently by managing office logistics, coordinating billing and invoicing activities, supporting the sales team, and ensuring a professional and welcoming environment for employees and visitors.

Key Responsibilities

• Serve as the first point of contact for employees, visitors, and vendors.
• Support the finance and sales teams by preparing and tracking invoices, coordinating with field reps, and ensuring accurate billing documentation.
• Manage shipping, labeling, and logistics for customer deliveries, trade shows, and internal orders.
• Maintain office supplies, IT equipment, and inventory, and coordinate vendor purchases.
• Liaise with building management and maintenance vendors to handle repairs, cleaning, and facility needs.
• Organize team events, meetings, and travel arrangements.
• Assist with onboarding and offboarding, ensuring proper workspace setup, badge access, and equipment management.
• Support administrative tasks such as expense tracking, document organization, and internal communications.
• Help foster a collaborative and positive office culture by coordinating staff updates, wellness initiatives, and celebrations.

What We're Looking For

• 2 - 4 years of experience in office administration, operations, or business coordination (startup or healthcare/tech experience is a plus).
• Excellent communication and organizational skills with strong attention to detail.
• Comfortable managing multiple priorities in a dynamic, fast-moving environment.
• Proficiency in Microsoft Office Suite; familiarity with accounting or inventory tools preferred.
• A proactive problem-solver with a "get-it-done" attitude and a passion for teamwork.

Why Join Us

At ImmersiveTouch, you'll be part of a team that's redefining surgical innovation. This role offers hands-on experience supporting operations, finance, and culture in a high-growth medical device environment. You'll have the opportunity to build efficient systems, streamline workflows, and directly contribute to a mission that improves surgical outcomes for patients worldwide.

Compensation and Benefits

• Salary Range for Position: $50K-$75K per year
• Medical, Dental and Vision Insurance
• 401K Savings Plan
• Paid Company Holidays