JT
Workplace Services Administrator
Javen Technologies
🇺🇸 United States
On-site
3 weeks ago
- Cloudflare Turnstile
- Outlook
- Excel
- ServiceNow
- First Aid
- CPR
3 weeks ago
Location: Chicago, IL
Duration: 6 months++ (Possible Extension)
Job Description: Reception & Front of House Operations
- Serve as the front desk presence and first point of contact for employees, members, vendors, and visitors, delivering a consistently professional and welcoming experience.
- Greet, check in, and badge visitors in accordance with security and visitor management protocols; maintain accurate visitor logs and coordinate with hosts and Security as needed.
- Answer incoming calls promptly and route inquiries to the appropriate parties.
- Monitor lobby and turnstile activity and generate periodic reporting as required.
- Receive, log, and distribute mail, packages, and deliveries, coordinate with Facilities and vendors for large or secured deliveries.
- Maintain the reception area to ensure it remains organized, stocked, and presentable at all times.
- Monitor reception area activity and escalate safety, security, or access concerns in accordance with established procedures.
Administrative Support
- Provide general administrative support to Business and Administrative Support Services, and other designated teams as needed.
- Assist with scheduling meetings, managing calendars, and maintaining records and trackers.
- Support planning and logistics for internal meetings and events, including headcount tracking and basic coordination.
- Assist with travel arrangements, expense reporting, and document preparation as assigned.
- Confirm required documentation (e.g., Certificates of Insurance) is on file prior to vendor or delivery arrival.
- Support booking and reservations for large meeting rooms and event spaces.
Back Up Facilities & Workplace Services Support
- Provide back up coverage for Facilities and Workplace Services functions during absences, peak periods, or special projects.
- Assist with submitting and tracking facilities service requests and coordinating vendor visits.
- Support conference room readiness, including room checks, basic setup coordination, and catering support.
- Assist with office operations such as supply ordering, inventory tracking, kitchen/pantry support, and minor workplace issue escalation.
- Partner with Facilities and Security teams during drills, incidents, or building related communications as directed.
Required Skills & Qualifications
- High school diploma required; Associate or Bachelor's degree preferred.
- Previous experience in reception, administrative support, workplace services, or facilities support, preferably in a corporate environment.
- Strong customer service orientation with a professional, approachable demeanor.
- Excellent verbal and written communication skills, including a professional phone manner.
- Strong organizational skills, attention to detail, and the ability to manage multiple priorities.
- Ability to remain patient, responsive, and solution oriented when interacting with challenging situations or customers.
- Proficiency with Microsoft 365 tools (Outlook, Teams, Word, Excel) and comfort learning new systems.
- Ability to exercise discretion and handle sensitive or confidential information appropriately.
Preferred / Plus Qualifications
- Experience in hospitality, in person customer service, or employee facing corporate roles.
- Familiarity with visitor management systems, service request platforms, or workplace operations tools (e.g., FedEx Ship Manager, ServiceNow).
- Security training, First Aid, and/or CPR certification.
Work Environment
- On site role based in the Old Post Office.
- Frequent interaction with employees, leadership, vendors, and visitors.
- Requires flexibility to shift focus between reception, administrative, and facilities support based on business needs.
Workplace Services Administrator · Javen Technologies