Workplace Services Administrator

Job Title: Workplace Services Administrator

Location: Chicago, IL
Duration: 6 months++ (Possible Extension)

Job Description: Reception & Front of House Operations

• Serve as the front desk presence and first point of contact for employees, members, vendors, and visitors, delivering a consistently professional and welcoming experience.
• Greet, check in, and badge visitors in accordance with security and visitor management protocols; maintain accurate visitor logs and coordinate with hosts and Security as needed.
• Answer incoming calls promptly and route inquiries to the appropriate parties.
• Monitor lobby and turnstile activity and generate periodic reporting as required.
• Receive, log, and distribute mail, packages, and deliveries, coordinate with Facilities and vendors for large or secured deliveries.
• Maintain the reception area to ensure it remains organized, stocked, and presentable at all times.
• Monitor reception area activity and escalate safety, security, or access concerns in accordance with established procedures.

Administrative Support

• Provide general administrative support to Business and Administrative Support Services, and other designated teams as needed.
• Assist with scheduling meetings, managing calendars, and maintaining records and trackers.
• Support planning and logistics for internal meetings and events, including headcount tracking and basic coordination.
• Assist with travel arrangements, expense reporting, and document preparation as assigned.
• Confirm required documentation (e.g., Certificates of Insurance) is on file prior to vendor or delivery arrival.
• Support booking and reservations for large meeting rooms and event spaces.

Back Up Facilities & Workplace Services Support

• Provide back up coverage for Facilities and Workplace Services functions during absences, peak periods, or special projects.
• Assist with submitting and tracking facilities service requests and coordinating vendor visits.
• Support conference room readiness, including room checks, basic setup coordination, and catering support.
• Assist with office operations such as supply ordering, inventory tracking, kitchen/pantry support, and minor workplace issue escalation.
• Partner with Facilities and Security teams during drills, incidents, or building related communications as directed.

Required Skills & Qualifications

• High school diploma required; Associate or Bachelor’s degree preferred.
• Previous experience in reception, administrative support, workplace services, or facilities support, preferably in a corporate environment.
• Strong customer service orientation with a professional, approachable demeanor.
• Excellent verbal and written communication skills, including a professional phone manner.
• Strong organizational skills, attention to detail, and the ability to manage multiple priorities.
• Ability to remain patient, responsive, and solution oriented when interacting with challenging situations or customers.
• Proficiency with Microsoft 365 tools (Outlook, Teams, Word, Excel) and comfort learning new systems.
• Ability to exercise discretion and handle sensitive or confidential information appropriately.

Preferred / Plus Qualifications

• Experience in hospitality, in person customer service, or employee facing corporate roles.
• Familiarity with visitor management systems, service request platforms, or workplace operations tools (e.g., FedEx Ship Manager, ServiceNow).
• Security training, First Aid, and/or CPR certification.

Work Environment

• On site role based in the Old Post Office.
• Frequent interaction with employees, leadership, vendors, and visitors.
• Requires flexibility to shift focus between reception, administrative, and facilities support based on business needs.