Administrative Assistant

Job Title: Front Desk Receptionist / Workplace Experience Coordinator

Job Description

The Front Desk Receptionist / Workplace Experience Coordinator plays a key role in delivering a world-class customer service experience to employees, guests, and visitors in a designated office building. This onsite role serves as the first point of contact at the facility, ensuring a welcoming environment, smooth daily operations, and consistent support for workplace services such as reception, mail, office supplies, and event coordination. The position is initially a 6month assignment with the possibility of extension or conversion to a permanent role, and follows standard office hours on weekdays.

Responsibilities

• Serve as the first point of contact for everyone entering the facility by greeting employees, guests, and visitors with a friendly and welcoming demeanor.
• Issue visitor and parking passes, verify appropriate access, and follow established security protocols to maintain a safe and secure environment.
• Answer incoming telephone calls in a professional manner, provide accurate information, and route calls or messages to the appropriate parties.
• Create presentations and deliver information to groups of various sizes in a clear and engaging manner when needed.
• Arrange and confirm recreational, dining, and business activities on behalf of requestors, ensuring details are accurate and communicated clearly.
• Manage janitorial and maintenance work orders as needed, coordinating with appropriate teams to ensure timely completion of tasks.
• Coordinate and execute workplace services including mail handling, office supply services, and support for onboarding activities.
• Acknowledge and respond to inquiries or complaints from employees, guests, and coworkers, providing solutions in a professional, customer servicedriven manner.
• Organize and manage onsite events by securing event space, coordinating room setup and tear down, and arranging delivery of necessary supplies.
• Follow propertyspecific security and emergency procedures, and promptly notify appropriate parties to ensure the safety of all individuals in the building.
• Coordinate with vendors who supply services or goods to the workplace, ensuring they meet expectations and follow site procedures.
• Explain detailed and sometimes complex information within the team, ensuring clarity and consistency in communication.
• Follow specific directions provided by leadership and adhere to clearly defined duties, methods, and tasks described in detail.
• Use existing procedures to solve straightforward problems, escalating issues when necessary and exercising discretion within established guidelines.
• Provide general administrative support related to front desk operations and workplace experience activities as required.

Essential Skills

• High School Diploma or GED.
• Up to 2 years of jobrelated experience in front desk, reception, customer service, or administrative support roles.
• Ability to follow basic work routines, standards, and established procedures in daily tasks.
• Strong verbal and written communication skills to exchange straightforward information clearly and professionally.
• Working knowledge of Microsoft Office products, including Word, Excel, Outlook, and similar applications.
• Strong organizational skills with the ability to manage multiple tasks and priorities in a busy office environment.
• Inquisitive mindset with a willingness to learn and understand workplace processes and services.
• Professional telephone etiquette and ability to make a positive first impression with callers and visitors.
• Ability to adhere to security and emergency procedures and follow propertyspecific protocols.

Additional Skills & Qualifications

• Experience serving as the first point of contact at a front desk or reception area in a corporate or professional setting.
• Demonstrated ability to greet visitors, issue passes, and follow security protocols in a consistent and accurate manner.
• Experience creating presentations and speaking to groups of various sizes in a clear and confident manner.
• Experience in arranging and confirming recreational, dining, or business activities on behalf of colleagues or clients.
• Prior exposure to workplace services such as mail handling, office supply coordination, and onboarding support.
• Experience organizing onsite events, including room setup, tear down, and coordination of supplies and vendors.
• Customer serviceoriented approach with a focus on delivering a worldclass experience to employees and guests.
• Ability to work within clearly defined procedures while maintaining attention to detail and reliability in task execution.

Work Environment

This role is fully onsite in a professional office building and is not remote. The typical schedule is Monday through Friday, working standard daytime hours such as 7:00 a.m. to 4:00 p.m. or 8:00 a.m. to 5:00 p.m. The environment is frontfacing and customerfocused, with frequent interaction with employees, guests, and visitors. You will work at a front desk and within office areas, using standard office technology and tools including Microsoft Office applications, telephones, and email. The position operates within established security and emergency procedures and involves coordination with vendors, facilities, and workplace services teams. The assignment is initially for 6 months, with the potential for extension or conversion to a permanent role, providing an opportunity to grow within a structured and supportive workplace experience function

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

The pay range for this position is $25.00 - $25.00/hr.

Individual compensation offered for this position within this range will depend on many factors, including qualifications, skills, relevant experience, job knowledge, geographic location, internal equity, and other pertinent job-related factors.

Eligibility requirements apply to some benefits and may depend on your job classification and length of employment. Benefits are subject to change and may be subject to specific elections, plan, or program terms. If eligible, the benefits available for this temporary role may include the following: Medical, dental & vision Critical Illness, Accident, and Hospital 401(k) Retirement Plan Pre-tax and Roth post-tax contributions available Life Insurance (Voluntary Life & AD&D for the employee and dependents) Short and long-term disability Health Spending Account (HSA) Transportation benefits Employee Assistance Program Time Off/Leave (PTO, Vacation or Sick Leave)

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

This position is anticipated to close on Oct 15, 2026.

This is a fully onsite position in Chicago,IL.

About Aston Carter

Aston Carter provides world-class corporate talent solutions to thousands of clients across the globe. Specialized in accounting, finance, human resources, talent acquisition, procurement, supply chain and select administrative professions, we extend the capabilities of industry-leading companies. We draw on our deep recruiting expertise and expansive network to meet the evolving needs of our clients and talent community with agility and excellence. With offices across the U.S., Canada, Asia Pacific and Europe, Aston Carter serves many of the Fortune 500. We are proud to be a ClearlyRated Best of Staffing® Platinum Award winner for both client and talent service.

The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.

If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing process due to a disability, please email for other accommodation options.

San Francisco Fair Chance Ordinance: Pursuant to the San Francisco Fair Chance Ordinance, for all positions located in the city and county of San Francisco, we will consider for employment qualified applicants with arrest and conviction records.

Massachusetts Lie Detector: It is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability.

Use of Artificial Intelligence (AI): We may use Artificial Intelligence (AI) to support parts of our hiring process, including sourcing, screening, and evaluating candidates. AI helps assess applications and qualifications, but final decisions are made by our hiring team. By applying, you acknowledge and agree that your application may be reviewed using AI tools.