Receptionist/Administrative Assistant-onsite

Receptionist / Administrative Assistant

The Receptionist / Administrative Assistant serves as the first point of contact for visitors and staff at FHLBank Chicago's facilities. This role is responsible for managing front desk operations, coordinating concierge services, and supporting administrative functions that ensure smooth day-to-day operations within the Facilities Management department.

Front Desk Operations

• Greet and assist visitors, vendors, and employees professionally and courteously, connecting them with the appropriate party.
• Maintain security by registering staff visitors, managing building access and maintaining accurate visitor logs.
• Monitor turnstile activity and generate monthly report
• Answer the phone in a timely manner and direct calls to the correct parties

Administrative Support

• Provide general administrative assistance to the Facilities team, including scheduling meetings and maintaining records.
• Provides our People, Culture and Communications team with general administrative support, including, but not limited to: gift and flower orders, Power Point presentations, calendar maintenance, reporting
• Assist with planning and logistics for internal events
• Confirm that all delivery companies have Certificates of Insurance on file before arrival
• Support the Facilities team to maintain the booking / reservations for large meeting and event spaces
• Support the Facilities team as necessary

Requirements

• Bachelor's degree preferred, but high school diploma accepted with some college or equivalent experience
• Proven experience in administrative or receptionist roles, preferably in a corporate or facilities setting.

Knowledge, Skills, Abilities and Behaviors

• Proficiency in Microsoft Office Suite and familiarity with scheduling tools.
• Ability to multitask and manage priorities in a fast-paced environment.
• Exceptional customer service skills and professional phone manner
• Patience and listening skills to respond appropriately and interact positively with challenging customers
• Accuracy and Attention to Detail
• Strong interpersonal and communication skills
• Strong organizational skills, including the ability to prioritize and coordinate multiple tasks