Office Administrator

The role

The Office Administrator keeps Assembly Squad's operations running behind the scenes. Renovation work generates a constant stream of paperwork and coordination — consultation scheduling, insurance certificates, HOA alteration packets, permit applications, material orders, vendor invoices — and this role is the person who makes sure none of it falls through the cracks.

You'll work closely with our studio manager, designers, and project managers, and you'll be one of the first points of contact for homeowners reaching out to us. If you like bringing order to a busy environment and you take satisfaction in a system that actually works, you'll do well here.

What you'll do

• Answer incoming calls and emails from prospective clients; capture lead details and schedule consultations for the design team
• Maintain the project calendar — consultations, design meetings, deliveries, inspections
• Assemble and submit HOA alteration packets and condo building paperwork, including certificates of insurance and contractor documentation
• Prepare and track City of Chicago and suburban permit applications
• Organize project documentation — set up and maintain digital project folders, keep contracts, proposals, and selections filed correctly
• Process vendor invoices, track receipts, and support basic bookkeeping and expense categorization
• Order materials and coordinate delivery windows with suppliers and project managers
• Greet clients at our Lincoln Park design studio and keep the showroom presentable and appointment-ready
• General office support — supplies, mail, filing, whatever the day needs