Front Desk Coordinator in Chicago, Illinois at Heartland Human Care Services

Title: Front Desk Coordinator

Location: 4822 N. Broadway Chicago, IL 60640

Schedule: Monday to Friday (8:30am-5:00pm)

Summary:

Under the general guidance of the Operations Supervisor, the Front Desk Coordinator provides a broad range of specialized operations and program support services, including but not limited to triaging client needs, checking in participants, guests, and partners, specialized administrative tasks, data processing and records management. This position is responsible for ensuring participants, staff, and other visitors are provided with quality services. The Front Desk Coordinator will be responsible for maintaining the policies and procedures developed for the front desk operation. The employee in this position may be required to remain on premises during break and/or meal periods. Individual accountabilities and work volume will be established through the development of annual Success Objectives, within the framework outlined below.

The Front Desk Coordinator leverages industry knowledge and best practices to promote the mission and vision of Heartland Human Care Services. Supports culture development and management efforts.

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.
• Achieve your goals in a supportive environment that prioritizes your well-being and personal flexibility.

Our Benefits:

• Medical insurance. BCBS PPO, HMO, and HDHP with HSA Plan
• Dental insurance.
• Vision insurance.
• 401(k) 3% Employer Contribution.
• Commuter benefits.
• Professional Development Assistance.
• Disability insurance.
• Voluntary Benefits.
• Flexible Spending Account.
• Life/AD&D Insurance.
• Employee Assistance Program.
• Special Vendor Discounted Offerings on Travel, Amusement Parks,etc

Essential Functions:

Duties & Responsibilities

• Triages immediate needs of incoming participants, staff, and guests.
• Checks in and checks out guests according to policies stated in the Front Desk Policies and Procedures Manual.
• Monitors traffic through the lobby and into the living area.
• Monitors entrance to and use of the lobby and controlled exit from the living area.
• Reports any hazardous conditions or emergency situations to building management.
• Is responsible for monitoring adherence to and compliance with building policies as stated in the Front Desk Policies and Procedures Manual and Residency Rules & Regulations.
• Prepares and submits written reports in accord with procedures outlined in the Manual.
• 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.
• Serves as lead on monitoring technology, including submitting and tracking help desk tickets.
• Responsible for tracking and booking meeting rooms.
• 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.
• Assists with invoices, purchase order completion, and tracking of financial documentation.
• Maintains confidentiality of all documents and other information. Prepares records, contracts, reports, schedules, and other necessary documentation; ensures the appropriate processing, filing and distribution, etc. of such data.
• Develops forms, as needed, and establishes procedures for processing clerical /support related data and information.
• Provides research and written analysis of administrative related issues as assigned.
• Composes written material for the processing of basic to intermediate level correspondence and inquiries.
• Assists with or executes communications related activities such as preparing brochures and other collateral
• materials, and advanced word processing.
• Provides support services to other external and internal work groups, coalitions, and task forces including maintenance of rosters, coordination of meetings, and preparation of minutes.
• Other duties may be assigned

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.
• Bilingual strongly preferred.

Knowledge/Skills/Abilities (K/S/A):

• Demonstrated computer proficiency, including knowledge of word processing, spreadsheet and database software.
• Fluency in a second language strongly preferred.
• 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.
• Ability and comfortability working with people of varying socioeconomic backgrounds.
• 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.
• Access to regular, dependable and timely transportation

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 must be able to stoop, kneel and/or crawl. 
• 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 15 pounds. 
• The employee must have unrestricted ability to provide physical restraint. 
• Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral 
• vision, depth perception and ability to adjust focus. 

Equal Opportunity Employer Statement 

HHCS is an Equal Employment Opportunity employer. Employment decisions are based on merit, qualifications, and business needs. HHCS is committed to providing a work environment that is free from discrimination and harassment. Consistent with applicable federal, state, and local laws, HHCS prohibits discrimination or harassment against any employee or applicant on the basis of race, color, religion, creed, sex (including pregnancy, sexual orientation, and gender identity or expression), national origin, citizenship, age, disability, genetic information, marital status, veteran status, or any other characteristic protected by law. This policy applies to all employment practices, including recruitment, hiring, promotion, compensation, benefits, training, discipline, and termination. HHCS also provides reasonable accommodations for qualified individuals with disabilities and for sincerely held religious beliefs, as required by law.