Receptionist / Administrative Assistant

Position: Receptionist / Administrative Assistant

Location: Chicago, IL

Position Summary

• The Receptionist / Administrative Assistant serves as the first point of Chicago s facilities. This role is responsible for managing front desk operations, coordinating concierge services, and supporting administrative functions that ensure smooth day-to-day operations within the Facilities Management department.

Front Desk Operations

• Greet and assist visitors, vendors, and employees professionally and courteously, connecting them with the appropriate party.
• Maintain security by registering staff visitors, managing building access and maintaining accurate visitor logs.
• Monitor turnstile activity and generate monthly report
• Answer the phone in a timely manner and direct calls to the correct parties

Administrative Support

• Provide general administrative assistance to the Facilities team, including scheduling meetings and maintaining records.
• Provides our People, Culture and Communications team with general administrative support, including, but not limited to: gift and flower orders, Power Point presentations, calendar maintenance, reporting
• Assist with planning and logistics for internal events
• Confirm that all delivery companies have Certificates of Insurance on file before arrival
• Support the Facilities team to maintain the booking / reservations for large meeting and event spaces
• Support the Facilities team as necessary

Requirements

• Bachelor s degree preferred, but high school diploma accepted with some college or equivalent experience
• Proven experience in administrative or receptionist roles, preferably in a corporate or facilities setting.

Knowledge, Skills, Abilities and Behaviors

• Proficiency in Microsoft Office Suite and familiarity with scheduling tools.
• Ability to multitask and manage priorities in a fast-paced environment.
• Exceptional customer service skills and professional phone manner
• Patience and listening skills to respond appropriately and interact positively with challenging customers
• Accuracy and Attention to Detail
• Strong interpersonal and communication skills
• Strong organizational skills, including the ability to prioritize and coordinate multiple tasks