INTAKE COORDINATOR / RECEPTIONIST- CHICAGO, IL

Intake Coordinator / Receptionist - Chicago, Il

Salary: $50,000 - $55,000

As the leader in business and industry dining, Eurest is the company to join if you want a rewarding career packed with limitless opportunities. We feed the employees of the nation's largest and most-prestigious companies -- in every state and across all industries. As a member of Eurest's leadership and professional support team, you will help our 16,000 chefs, and in-unit associates excel as they deliver world-class meals in corporate cafes and executive dining rooms with on-site catering through vending innovations and more.

Our company is innovative, high performing and fast growing. Our teammates are enthusiastic, committed to quality and thrive on consistently delivering unparalleled results. And did we mention we work with exciting companies and at interesting locations? Come grow your career with Eurest.

Job Summary

The Intake Coordinator / Receptionist is the welcoming first point of contact at the Chicago workplace reception desk and the central coordinator for Workplace Services requests. This position combines front-desk hospitality with organized intake, tracking, routing, and follow-through for meeting space, catering, workplace support, and related service requests. The coordinator works closely with the Chicago Site Lead and operational partners to provide a seamless, professional associate and guest experience.

The ideal candidate is personable, highly organized, responsive, and comfortable balancing in-person reception responsibilities with administrative coordination in a fast-paced corporate environment.

Core Responsibilities

Reception & Front Desk Hospitality

• Staff the designated Chicago reception desk during assigned hours and provide a warm, professional welcome to associates, visitors, clients, and vendors.
• Respond to walk-up questions, phone calls, and general inquiries; direct individuals to the appropriate person, team, or resource.
• Coordinate with Security on guest arrival and registration procedures, following applicable building and client protocols.
• Provide directions and general information about workplace amenities, meeting spaces, and available services.
• Maintain a tidy, organized, and presentation-ready reception area; promptly report facilities or service concerns.
• Maintain appropriate discretion and professionalism when interacting with executives, visitors, and internal stakeholders.

Centralized Intake & Request Management

• Monitor designated Workplace Services intake channels and shared inboxes; acknowledge, prioritize, and document incoming requests.
• Clarify incomplete submissions and capture relevant details, including requested dates, locations, contacts, services, and deadlines.
• Route requests to the responsible Workplace Services, Culinary, Facilities, AV/IT, Security, or vendor partner and communicate ownership and next steps.
• Track open items, changes, escalations, and resolution status; follow through until requests are closed.
• Provide timely and professional status updates to requestors and escalate urgent, sensitive, or unresolved matters to the Chicago Site Lead.
• Maintain accurate intake logs, reservation records, and operational trackers in approved systems.

Managed Space, Meetings & Catering Coordination

• Assist associates with meeting and managed-space inquiries, availability, reservation processes, and applicable usage guidelines.
• Capture meeting and event requirements and coordinate logistics with the appropriate operational teams.
• Document catering needs, service times, headcounts, dietary considerations, and room requirements; share complete information with Culinary or catering partners.
• Support preparation or updates of Banquet Event Orders (BEOs) or other service documentation when applicable and as directed by the Site Lead.
• Communicate reservation changes, cancellations, special requests, and service updates to affected stakeholders.
• Identify potential conflicts or gaps and elevate them early to help ensure smooth execution.
• Provide reasonable administrative and onsite hospitality support as directed, while maintaining front-desk coverage as the primary responsibility.
• Perform other related duties assigned by leadership.

Required Qualifications & Competencies

Experience in corporate reception, front desk operations, hospitality, workplace services, administrative coordination, or a related customer-facing role.

Excellent interpersonal, written, and verbal communication skills and a polished, welcoming professional demeanor.

Strong organizational skills, attention to detail, and ability to prioritize and follow through on multiple concurrent requests.

Sound judgment, discretion, and ability to handle confidential or sensitive information appropriately.

Proficiency with Microsoft Outlook, Teams, Word, and Excel; ability to learn reservation, intake, and workplace management platforms.

Ability to work independently, collaborate across functions, and remain calm and solutions-oriented during busy periods.

Experience with meeting reservations, catering requests, service tickets, or BEO documentation is preferred but not required.

Apply to Eurest today!