Administration Receptionist

The ARK; Chicago (IL); On-site; USD 40,000 - 48,000; Full time

Benefits offered by this job

No-Cost HMO Health Insurance with PPO

Employer-paid vision and dental

PTO and holiday time off

Retirement plan with matching

Job summary

The Ark in Chicago seeks an Administration Receptionist to greet clients, visitors, and staff, and to manage front-desk operations with warmth and efficiency.

You will handle mail, basic admin tasks, and cross‑department support, reporting to the Executive Assistant & Office Manager. This full‑time, in-person role emphasizes dignity, composure, and strong organization in a busy environment.

Qualifications

• High school diploma or equivalent required.
• Associate’s degree or additional administrative training is a plus.
• Prior reception, customer service, or front-desk experience required.
• Experience in a nonprofit, human services, or healthcare setting is a plus.

Responsibilities

• Greet clients, visitors, and staff warmly and acknowledge them upon arrival.
• Answer, screen, and route calls to appropriate departments or staff.
• Answer general questions or direct to resources.
• Manage visitor check‑in and coordinate with the Welcome Center Manager for smooth flow.
• Escalate concerning interactions promptly to management or security.
• Keep the front desk clean, organized, and welcoming.
• Sort, distribute, and process mail; use Pitney Bowes and Canon scanner.
• Support the Executive Assistant & Office Manager with supplies and room setup.
• Assist staff with basic administrative tasks.
• Maintain stocked front-desk supplies and visitor reference information.
• Back up the Welcome Center Manager during busy periods.

Skills

Warm communication

Patience & empathy

Interpersonal with diverse backgrounds

Discretion with confidential info

Strong organization

Microsoft Office 365

Punctual & dependable

Ability to lift 20 lbs

Education

High school diploma or equivalent

Associate’s degree or admin training

Tools

Pitney Bowes postage meter

Canon scanner

Microsoft Office 365

Job description

Every visit to The Ark starts at the front desk. The Administration Receptionist is the first person clients, visitors, and staff see when they walk in, and sets the tone for everything that follows. Alongside reception, you’ll handle the administrative work that keeps the office running smoothly. This role suits someone warm, steady, and organized, who stays composed when things get busy and treats every person with dignity. You’ll report to the Executive Assistant & Office Manager and work closely with the Welcome Center Manager and staff across departments.

What You’ll Do

Reception and Front-Desk

• Greet clients, visitors, and staff warmly, and make sure everyone feels acknowledged from the moment they arrive
• Answer, screen, and route calls to the right department or staff member
• Answer general questions or point people to the right resource
• Manage visitor check-in and coordinate with the Welcome Center Manager to keep client flow smooth
• Escalate concerning interactions promptly to the Welcome Center Manager, Office Manager, or Security
• Keep the front desk clean, organized, and welcoming

Administrative Support

• Sort, distribute, and process incoming and outgoing mail, using the Pitney Bowes postage meter and Canon scanner
• Support the Executive Assistant & Office Manager with supplies, room setup, mailings, and other office operationsl>
• Help staff across departments with basic administrative tasks
• Keep front-desk supplies, sign-in materials, and visitor reference information stocked and current

Team Support

• Back up the Welcome Center Manager during busy periods and when coverage is needed
• Take part in all-staff meetings, training, and team gatherings

What You’ll Bring

Education / Certifications:

• High school diploma or equivalent required
• Associate’s degree or additional administrative training is a plus

Experience:

• Prior reception, customer service, or front-desk experience required
• Experience in a nonprofit, human services, or healthcare setting is a plus

Skills/Requirements:

• Warm, clear communication in person and on the phone
• Patience, empathy, and composure when supporting clients who may be under stress
• Ability to interact and communicate effectively with a wide variety of personalities and backgrounds
• Discretion with confidential and sensitive information
• Strong organization and the ability to juggle multiple tasks in a busy environment
• Comfort with Microsoft Office 365 and standard office equipment, and openness to learning new systems
• Dependable and punctual, with sensitivity to the Jewish community and the populations The Ark serves
• Able to stay at the front desk for extended periods and lift mail and packages up to 20 lbs

Schedule:

This is a full-time, in person role.

Why You’ll Love Working Here

The Ark is a vital safety net for the Chicagoland Jewish community. Founded on the principles of dignity and compassion, The Ark provides free, comprehensive human services that bring stability, empowerment, and renewed purpose to people’s lives. Our integrated programs span social services, medical and dental care, financial assistance, housing solutions, employment, spiritual enrichment, and more. Learn more at arkchicago.org

• No-Cost HMO Health Insurance with PPO plan options through BlueCross BlueShield
• 100% employer-paid vision and dental coverage
• PTO, sick leave, and generous Jewish and secular holiday time off
• Retirement Plan with matching
• A supportive, collaborative workplace rooted in compassion, integrity, and impact