Front Desk Administrator

RP Rents; Naperville (IL); On-site; USD 42,000 - 56,000; Full time

Job summary

RP Rents is seeking a Front Desk & Administrative Coordinator in Naperville, IL. You will be the first point of contact, delivering exceptional customer service and handling daily office logistics.

You will manage office supplies, coordinate vendors, assist with HR and accounting tasks, and support internal communications. The role requires organization, attention to detail, and the ability to multitask in a fast-paced environment.

Qualifications

• High school diploma or equivalent; an Associate's degree in Business Administration or related field preferred.
• 2–3 years of front desk, reception, or related experience.
• Proficiency in Microsoft Office Suite, Google Workspace, PDF document management, telecommunications portals, and web-based platforms.
• Excellent verbal and written communication skills with a professional demeanor and customer-first focus.
• Strong organizational skills with the ability to multitask and meet deadlines in a fast-paced environment.

Responsibilities

• Answer incoming phones and manage front desk hospitality.
• Order, stock, and organize office supplies; prepare refreshments and meals for meetings.
• Pack and ship promo boxes; coordinate promo supply needs with Marketing and keep supplies organized.
• Schedule and oversee facilities vendors (janitorial, trash, recycling).
• Assist with event planning, setup, and hosting for customer visits and employee events.
• Review weekly unpaid I-Pass tolls; scan driver logs daily; file packing lists weekly; monitor COI dates.

Skills

Customer service

Communication

Organization

Multitasking

Front desk

Education

High school diploma

Associate degree in Business Administration

Tools

Microsoft Office

Google Workspace

PDF management

Telecom portals

Web platforms

Job description

The Front Desk & Administrative Coordinator serves as a vital first point of contact and

administrative anchor for RP Rents LLC. This role delivers exceptional customer service

to visitors, manages daily office and facility logistics, oversees facility vendor

management and provides ongoing administrative, accounting, and HR project support.

The ideal candidate is highly organized, detail-oriented and excels at managing diverse

operational tasks in a fast-paced environment.

Key Responsibilities

• answer incoming phones, and manage front desk hospitality.
• Office & Supply Logistics: Order, stock, and organize office and breakroom supplies; prepare refreshments, order meals for meetings and trainings.
• Promotional Boxes and Promotional Supplies: pack and ship promo boxes, create special promo gifts, fold linecards, coordinate promo supply needs with Marketing Manager, keep promotional supplies organized.
• Facility & Vendor Coordination: Schedule and oversee facilities vendors (janitorial, trash, recycling)
• Event Planning & Management: Assist with event planning, setup, and hosting for customer visits and employee events.
• Compliance & Document Control: Review weekly unpaid I-Pass tolls and troubleshoot notices; scan and save driver logs daily; file parts packing lists weekly; monitor ISNetworld account status and update Certificate of Insurance (COI) dates.
• Administrative & HR Support: Maintain monthly employee birthday calendar and draft company newsletters; process safety invoices and assist with AP invoice posting during staff absences; manage gear and uniform distribution.
• Manage Snacks and Refreshments: order stock. Daily refresh.
• Hospitality Suite Bartending: Manage weekly happy hour. Keep bar stocked and clean.
• Special Projects: Assist with Verizon telecommunications updates and other account set-up/management as needed, data entry as needed.

Required Qualifications

• Education: High school diploma or equivalent required; an Associate's degree in Business Administration or related field is preferred.
• Experience: Minimum of 2–3 years of experience in front desk, reception, or
• Technical Skills: Proficiency in Microsoft Office Suite, Google Workspace, PDF document management, telecommunications portals, and web-based platforms.
• Communication: Exceptional verbal and written communication skills with a professional demeanor and customer-first focus.
• Organizational Skills: Proven ability to multitask and manage competing priorities under tight deadlines in a fast-paced environment.

Physical Requirements and Schedule

• Physical Demands: Ability to remain in a stationary position for extended periods while managing administrative tasks. Occasional lifting of office supply boxes, hospitality shipments and promotional items up to 30 lbs.
• Schedule: Standard first shift operating hours with flexibility required for special events or peak seasonal needs. Standard hours from 8 am - 5:00 pm.