Front Desk Coordinator in Chicago, Illinois at Heartland Human Care Services
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Job Description
Title: Front Desk Coordinator
Schedule: Monday - Friday 8:30 am - 5:00 pm
Location: On-Site, 4822 North Broadway
Summary:
Heartland Human Care Services (HHCS) is seeking a Front Desk Coordinator to deliver high-quality operations and program support. Under the guidance of the Executive Assistant, you will be responsible for triaging client needs, checking in participants, guests, and partners, and managing various administrative tasks, data processing, and records management.
As the first point of contact, you’ll play a crucial role in ensuring that all participants, staff, and visitors receive professional and efficient service. You will also be responsible for maintaining front desk policies and procedures to ensure seamless operations. This is a vital position that directly impacts the experience of everyone who enters our doors.
If you are organized, detail-oriented, and passionate about providing excellent service, this role offers an exciting opportunity to contribute to the smooth functioning of our organization. Join us in making a difference by supporting the essential operations that enable our programs to thrive.
Why Join Us?
- Make a meaningful impact on the lives of individuals seeking education and career pathways.
- Collaborate with a diverse and passionate team dedicated to the mission and vision of our organization.
- Enjoy a hybrid work arrangement, providing flexibility and work-life balance.
- Participate in professional development opportunities to enhance your skills and expertise.
Our Benefits:
• Medical insurance. BCBS PPO, EPO, and HSA Plans
• Dental insurance.
• Vision insurance.
• 401(k) 3% Employer Contribution.
• Paid maternity leave.
• Paid paternity leave.
• Commuter benefits.
• Student loan assistance.
• Tuition assistance.
• Disability insurance
• FSA Spending Account
• Life Insurance
• Employee Assistance Program
• Special Vendor Discounted Offerings on Travel, Amusement Parks, etc.
Essential Functions:
Duties & Responsibilities
Monitoring participant, guest, and staff access
- Greets guests and providing customer service to incoming participants, staff, and guests.
- Serves as the first point of contact for guests, ensuring that they feel welcomed and attended to in a courteous and professional manner
- Ensures guests are signing in and out upon entering and leaving, according to policies stated in the Front Desk Policies and Procedures Manual
- Adheres to professional standards of confidentiality regarding building tenants and guests.
- Monitors traffic through the lobby and into the lobby/reception area and redirects individuals as appropriate.
- Monitors entrance to and use of the lobby and controlled exit from the reception/lobby area.
Reception/Lobby Maintenance
- Ensures reception area for guests presents with an organized, professional, and clean appearance daily.
- Reports any cleanliness needs of entry space to facilities team, as identified.
- Reports any hazardous conditions or emergency situations to building management.
Administrative Tasks
- Collaborates with colleagues and supervisors in a respectful and professional manner to support the overall success of the team and organization.
- Assists with purchasing including supplies, computers, etc. within defined budgetary limitations and develops procedures for the control, storage, use, and availability of office supplies and related items.
- Develops forms, as needed, and establishes procedures for processing clerical /support related data and information.
- Assists with or executes communications related activities such as preparing brochures and other collateral materials, and advanced word processing.
- Adheres to professional standards of confidentiality regarding building tenants and guests.
- Performs routine clerical/support tasks including, but not limited to; data entry, filing, photocopying, distribution of mail, answering telephones, maintaining records, etc.
- Utilizes HHCS Organizational Chart to direct specific inquiries outside the scope of the guidebook, to the appropriate team member to follow up
- Utilizes HHCS Phone Directory to share program-specific phone numbers as requested.
- Utilizes HHCS Website to provide approved responses to program, service, and donation inquiries.
- Utilizes HHCS Intranet to access departmental information, approved forms and policies, and other pertinent information when appropriate
Room Use Management
- Serves as lead on monitoring technology (in conference rooms, meeting rooms, offices, and reception area) including submitting and tracking help desk tickets.
Education and Experience:
- High school diploma or equivalent General Education Diploma is required.
- Minimum three (3) years of related experience in a client/participant/customer-facing role with a customer service driven model
- Bilingual required.
Knowledge/Skills/Abilities (K/S/A):
- Demonstrates a friendly and helpful demeanor, and knowledge of customer service best practices.
- Fluency in a second language required. Ability to write reports, correspondence, and instructions. Ability to effectively present information and respond to questions from staff, managers, participants, vendors, and the general public.
- Excellent communication skills. Strong networker, convener, relationship builder and communicator with experience collaborating with diverse work teams and stakeholders.
- Demonstrated ability to handle confidential and sensitive information possessing skills to handle situations in a professional and diplomatic manner.
- A high degree of collaboration and emotional intelligence, self-motivation, and analytical ability.
- Proficiency in Microsoft Office, Internet Explorer, Outlook/Exchange; Windows operating systems; and other software routinely used by Heartland Human Care Services.
- Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.
- Ability to work independently and remain self-motivated with minimal direct supervision.
- Strategic thought partnership and consultancy skills.
Work Arrangement:
This role is required to report to work on-site and is ineligible for remote work. This position is expected to be in office during normal business hours from 8:30am-5:00pm Monday-Friday.
Work Environment:
- The noise level in the work environment is usually moderate.
- Each program site operates on a 24/7 basis, 365 days per year. To meet both the needs of our participants and contractual obligations, employees are required to be flexible in regard to scheduling and work location.
- Program sites are located throughout the Chicago area, including the North and South sides of Chicago, as well as the suburbs. Employees may be required to report to any one of our locations on a temporary or permanent basis.
Physical Demands:
- While performing the duties of this job, the employee is regularly required to talk and hear.
- The employee is regularly required to sit, stand and walk.
- The employee is regularly required to use hands to key, handle, or feel and reach with hands and arms.
- The employee must occasionally lift and/or move up to 25 pounds.
Equal Opportunity Employer Statement
Heartland Human Care Services makes all hiring and employment decisions, and operates all programs, services, and functions without regard to race, receipt of an order of protection, creed, color, age, gender, gender identity, marital or parental status, religion, ancestry, national origin, amnesty, physical or mental disability, protected veterans status, genetic information, sexual orientation, immigrant status, political affiliation or belief, use of FMLA, VESSA, military, and family military rights, ex-offender status (depending on the offense and position to be filled), unfavorable military discharge, membership in an organization whose primary purpose is the protection of civil rights or improvement of living conditions and human relations, height, weight, or HIV infection, in accord with the organization's AIDS Policy Statement of September 1987.