Front Desk Administrative Assistant

Front Desk & Office Operations Coordinator

Location:

Chicago, IL

Job Type: Full-Time

Experience Level: Entry Level (1-3 years preferred)

Position Overview

We are seeking a professional, customer-focused Front Desk & Office Operations Coordinator to serve as the first point of contact for visitors, clients, vendors, and employees. This role is responsible for delivering a high-quality guest experience while supporting day-to-day office operations, mailroom services, shipping and receiving, conference room coordination, and administrative support.

The ideal candidate is friendly, detail-oriented, highly organized, and thrives in a fast-paced professional environment. Experience supporting executives and providing "white glove" customer service is highly preferred.

Key Responsibilities Front Desk & Guest Services

+ Create a welcoming and professional first impression for all visitors, clients, vendors, and job candidates.

+ Greet, assist, and direct guests to the appropriate destination promptly and courteously.

+ Notify employees of arriving visitors and manage building access as needed.

+ Maintain visitor logs, badge management, and security procedures.

+ Offer refreshments and ensure a positive guest experience whenever appropriate.

+ Keep reception and common areas clean, organized, and presentation-ready at all times.

+ Coordinate front desk coverage and identify opportunities to improve processes and efficiency.

Office Operations Support

+ Assist with scheduling and coordinating conference rooms, meetings, and special events.

+ Partner with internal teams to arrange meeting support, including administrative and IT resources.

+ Order and maintain office supplies and inventory.

+ Conduct routine inspections of conference rooms, guest areas, and supply spaces to ensure readiness.

+ Provide administrative support to office personnel and leadership as needed.

Mailroom, Shipping & Receiving

+ Manage incoming and outgoing mail, packages, and deliveries.

+ Coordinate shipping and receiving activities and maintain accurate records.

+ Support printer, copier, and document services.

+ Ensure timely distribution of mail and packages throughout the office.

Vendor & Facility Coordination

+ Serve as a liaison between the office and building/property management.

+ Coordinate facility maintenance requests including HVAC, lighting, cleaning, and other office-related services.

+ Maintain relationships and contact information for vendors, building management, security, and engineering teams.

+ Monitor vendor performance and communicate issues when necessary.

Required Qualifications

+ 1-3 years of experience in one or more of the following:

+ Front desk or receptionist support

+ Office administration

+ Mailroom operations

+ Shipping and receiving

+ Printer/copier services

+ Customer service or hospitality

+ Proficiency with email and basic office technology.

+ Strong organizational and multitasking abilities.

+ Excellent written and verbal communication skills.

+ Ability to work independently while maintaining a high level of professionalism.

Preferred Skills & Attributes

+ Exceptional customer service and interpersonal skills.

+ Friendly, positive, and professional attitude.

+ Strong attention to detail and follow-through.

+ White-glove hospitality or concierge-style service experience.

+ Experience interacting with executives, leaders, and high-profile guests.

+ Ability to remain calm, flexible, and resourceful in a dynamic office environment.

+ Strong problem-solving and relationship-building skills.

What Success Looks Like

+ Visitors consistently receive a welcoming, professional experience.

+ Front desk operations run smoothly and efficiently.

+ Mailroom, shipping, and office support functions are completed accurately and on time.

+ Conference rooms, guest spaces, and common areas remain organized and presentation-ready.

+ Employees, vendors, and guests receive responsive, high-quality service every day.

If you enjoy creating exceptional first impressions, supporting office operations, and delivering outstanding customer service, we'd love to hear from you.

Job Type & Location

This is a Contract position based out of Chicago, IL.

Pay and Benefits

The pay range…