Job Description

Job Description

Office Coordinator – Design & Marketing (Part-Time)

Location: Winfield, IL (Onsite)

Schedule: Part-time | Approximately 24 hours/week | Tuesday–Thursday, 9:00 a.m.–3:00 p.m. (some flexibility within this range)

Lakeshore Talent is seeking a part-time Office Coordinator – Design & Marketing to support a busy marketing department within a healthcare environment. This position is 100% onsite in Winfield, IL and plays a key role in supporting design production, marketing initiatives, and general office coordination for the West Region.

This role is ideal for someone who is highly organized, people-oriented, and enjoys supporting creative teams in a fast-paced environment.

Key Responsibilities

Primary Responsibilities (Design & Marketing Support)

• Intake and distribute weekly design sample deliveries from vendors
• File and organize design samples on a weekly basis
• Receive and archive digital files from the advertising agency
• Manage Workfront delivery confirmations for the design team
• Assist with computer, onboarding material, and desk setup for freelancers
• Coordinate with vendor to maintain the checkout system for pull-up banners, including communication, pickups, and deliveries
• Partner with office managers in other regions to uphold banner checkout processes
• Assist with print coordination and data entry for print orders (delivery locations, etc.)
• Provide general support to the Director of Design and Marketing Services

Secondary Responsibilities (Office Coordination)

• Distribute mail, boxes, and deliveries
• Coordinate computer and printer maintenance and supplies
• Arrange deliveries to multiple locations (courier, inter-office, cross-campus, offsite, FedEx)
• Communicate with building maintenance as needed
• Maintain organization of design areas, supply closets, and prop closets, including occasional uniform/apparel dry-cleaning drop-offs
• Act as photography production coordinator including scheduling rooms, coordinating with hospital staff, assisting with releases, escorting crews on site, assisting with props and occasional travel between locations
• Maintain marketing services staff vacation calendar
• Answer phones and greet visitors as needed
• Schedule meeting rooms and assist with projection/AV setup
• Send maps and directions to visiting vendors and agencies
• Manage checkout of branded tablecloths and A-frame signs for events
• Support marketing staff celebrations, trainings, and initiatives

Required Skills & Qualifications

• Minimum 3 years’ experience in a professional office environment
• Associate degree or higher in relevant coursework preferred
• Excellent verbal and written communication skills
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, Teams)
• Experience using standard office equipment (computers, phone systems, copiers, printers)
• Familiarity with both Mac and PC platforms preferred
• Strong organization, attention to detail, and follow-through
• Positive, people-oriented attitude
• Flexibility and willingness to learn and support a variety of functions

Worksite Requirements

• COVID-19 vaccine required – medical exemptions only
• Flu vaccine required – no exemptions

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