Front Desk Coordinator

Job Description

A well-established company in Chicago’s Gold Coast is seeking a Front Desk Coordinator to join their team. This full-time, on-site opportunity offers a competitive salary range of $50,000–$55,000 annually. The ideal candidate is a detail-oriented, personable, and proactive professional with a strong commitment to providing exceptional guest services and supporting daily office operations. Working closely with employees, visitors, vendors, and executive assistants, this individual will manage front desk operations, coordinate meetings, oversee office supplies and inventory, and assist with various administrative responsibilities. The position follows a Monday through Friday schedule from 8:30 AM to 5:30 PM, with five days in the office. Mack & Associates offers benefits including medical, PTO and 401k.

Responsibilities of the Front Desk Coordinator:

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• Serve as the main point of contact for the front desk by greeting and directing visitors, answering a multi-line phone system, screening calls, and directing callers to the appropriate person.
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• Manage conference room calendars and coordinate meeting set-up, including placing catering orders and registering visitors.
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• Troubleshoot minor audio/visual issues and coordinate with the appropriate resources to resolve technical concerns.
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• Maintain the organization and cleanliness of the reception area, kitchens, conference rooms, and general storage areas.
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• Coordinate incoming and outgoing mail and packages, ensuring timely delivery and distribution throughout the office.
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• Oversee office and kitchen supplies by monitoring inventory, placing orders as needed, and working with vendors to coordinate offsite document storage, equipment servicing, and maintenance.
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• Assist with the production of printed materials for meetings, support ad hoc projects and administrative responsibilities, and potentially assist with travel bookings and expense reports as responsibilities evolve.
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Qualifications of the Front Desk Coordinator:

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• High school diploma or equivalent required, with previous relevant experience in an office or academic setting demonstrating consistency, dependability, and the ability to multitask.
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• Proficiency in Microsoft Word, Excel, and Outlook required, with the ability to navigate office systems and manage administrative tasks efficiently.
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• Excellent oral and written communication skills, with the ability to interact professionally with employees, visitors, vendors, and other contacts.
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• A strong desire to provide exceptional guest services at all times, with excellent interpersonal skills and an approachable, professional demeanor.
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• Strong attention to detail, punctuality, and organizational skills, with the ability to maintain accurate records and manage multiple responsibilities.
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• A highly motivated, proactive, and teachable approach, with the ability to take initiative, adapt to changing priorities, and work collaboratively with a team.
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• Ability to comfortably lift up to 20 pounds to restock office and kitchen supplies, while maintaining a professional appearance and a welcoming, organized front desk environment.
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B-1