Front Desk Coordinator

Heartland Human Care Services; Chicago (IL); On-site; USD 80,000 - 100,000; Full time

Job summary

Heartland Human Care Services is seeking a Front Desk Coordinator to provide essential operations and program support. This role involves greeting guests, ensuring quality service, and maintaining front desk operations. With a commitment to customer service and a collaborative team environment, you will contribute to meaningful change within the community.

Benefits

Medical insurance

Dental insurance

Vision insurance

401(k) with employer contribution

Paid maternity leave

Paid paternity leave

Commuter benefits

Professional development assistance

Disability insurance

Life insurance

Qualifications

• High school diploma or equivalent required.
• Minimum three years of experience in a customer-facing role.
• Bilingual in English and another language required.

Responsibilities

• Greet guests and provide customer service to incoming participants.
• Ensure a welcoming and professional demeanor.
• Maintain an organized and clean reception area.

Skills

Customer Service

Communication

Bilingual

Organizational Skills

Time Management

Education

High School Diploma or equivalent

Tools

Microsoft Office

Job description

Join to apply for the Front Desk Coordinator role at Heartland Human Care Services

Join to apply for the Front Desk Coordinator role at Heartland Human Care Services

Heartland Human Care Services provided pay range

This range is provided by Heartland Human Care Services. Your actual pay will be based on your skills and experience — talk with your recruiter to learn more.

Base pay range

$16.61/hr - $20.23/hr

Title: Front Desk Coordinator

Location: 4822 N Broadway

Schedule: On-Site Monday to Friday (8:30am-5:00pm)

Summary

Under the general guidance of the Executive Assistant, the Front Desk Coordinator provides a broad range of specialized operations and program support services, including but not limited to triaging client needs, checking in participants, guests, and partners, specialized administrative tasks, data processing and records management. This position is responsible for ensuring participants, staff, and other visitors are provided quality services. The Front Desk Coordinator will be responsible for maintaining the policies and procedures developed for the front desk operation. This position uphold a positive image of the company through appropriate behavior, dress, and engagement with all individuals. Individual accountabilities and work volume will be established through the development of annual Success Objectives, within the framework outlined below.

The Front Desk Coordinator leverages industry knowledge and best practices to promote the mission and vision of Heartland Human Care Services. Supports culture development and management efforts.

Why Join Us?

• Make a meaningful impact on the lives of individuals seeking education and career pathways.
• Collaborate with a diverse and passionate team dedicated to the mission and vision of our organization.
• Providing flexibility and work-life balance.
• Participate in professional development opportunities to enhance your skills and expertise.
  
  

Our Benefits

• Medical insurance. BCBS PPO, EPO, and HSA Plans
• Dental insurance.
• Vision insurance.
• 401(k) 3% Employer Contribution.
• Paid maternity leave.
• Paid paternity leave.
• Commuter benefits.
• Professional Development Assistance.
• Disability insurance
• FSA Spending Account
• Life Insurance
• Employee Assistance Program
• Special Vendor Discounted Offerings on Travel, Amusement Parks, etc.
  
  

Essential Functions

Duties & Responsibilities

• Greeting and Monitoring participant, guest, and staff access
• Greets guests and providing customer service to incoming participants, staff, and guests.
• Serves as the first point of contact for guests, ensuring that they feel welcomed and attended to in a courteous and professional manner.
• Maintains a polished appearance in accordance with company dress code and grooming standards.
• Ensures guests are signing in and out upon entering and leaving, according to policies stated in the Front Desk Policies and Procedures Manual
• Adheres to professional standards of confidentiality regarding building tenants and guests.
• Monitors traffic through the lobby and into the lobby/reception area and redirects individuals as appropriate.
• Monitors entrance to and use of the lobby and controlled exit from the reception/lobby area.
  
  

Reception/Lobby Maintenance

• Ensures reception area for guests presents with an organized, professional, and clean appearance daily.
• Reports any cleanliness needs of entry space to facilities team, as identified.
• Reports any hazardous conditions or emergency situations to building management.
  
  

Administrative Tasks

• Collaborates with colleagues and supervisors in a respectful and professional manner to support the overall success of the team and organization.
• Assists with purchasing including supplies, computers, etc. within defined budgetary limitations and develops procedures for the control, storage, use, and availability of office supplies and related items.
• Develops forms, as needed, and establishes procedures for processing clerical /support related data and information.
• Assists with or executes communications related activities such as preparing brochures and other collateral materials, and advanced word processing.
• Adheres to professional standards of confidentiality regarding building tenants and guests.
• Performs routine clerical/support tasks including, but not limited to; data entry, filing, photocopying, distribution of mail, answering telephones, maintaining records, etc.
• Supports mail management.
• Utilizes HHCS Organizational Chart to direct specific inquiries outside the scope of the guidebook, to the appropriate team member to follow up with
• Utilizes HHCS Phone Directory to share program-specific phone numbers as requested.
• Utilizes HHCS Website to provide approved responses to program, service, and donation inquiries.
• Utilizes HHCS Intranet to access departmental information, approved forms and policies, and other pertinent information when appropriate.
  
  

Room Use Management

• Serves as lead on monitoring technology (in conference rooms, meeting rooms, offices, and reception area) including submitting and tracking help desk tickets.
• Responsible for tracking and booking meeting rooms.
  
  

Education And Experience

• High school diploma or equivalent General Education Diploma is required.
• Minimum three (3) years of related experience in a client/participant/customer-facing role with a customer service driven model
• Bilingual required.
  
  

Knowledge/Skills/Abilities (K/S/A)

• Demonstrates a friendly and helpful demeanor, and knowledge of customer service best practices.
• Greets all visitors, staff, and clients with a friendly, approachable, and professional demeanor at all times.
• Exhibits excellent communication skills, including active listening, clear articulation, and respectful tone in both verbal and written interactions.
• Exhibits a calm and collected demeanor, even in high-pressure or busy situations, ensuring a smooth and professional experience for all visitors and staff.
• Demonstrate empathy and professionalism when interacting with guests or staff in stressful or challenging situations, maintaining a positive atmosphere even under pressure.
• Fluency in a second language required. Ability to write reports, correspondence, and instructions.
• Ability to effectively present information and respond to questions from staff, managers, participants, vendors, and the general public.
• Demonstrated ability to handle confidential and sensitive information possessing skills to handle situations in a professional and diplomatic manner.
• A high degree of collaboration and emotional intelligence, self-motivation, and analytical ability.
• Proficiency in Microsoft Office, Internet Explorer, Outlook/Exchange; Windows operating systems; and other software routinely used by Heartland Human Care Services.
• Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.
• Ability to work independently and remain self-motivated with minimal direct supervision.
• Strategic thought partnership and consultancy skills.
  
  

Work Arrangement

This role is required to report to work on-site and is ineligible for remote work. This position is expected to be in office during normal business hours from 8:30am-5:00pm Monday-Friday.

Work Environment

• The noise level in the work environment is usually moderate.
• Each program site operates on a 24/7 basis, 365 days per year. To meet both the needs of our participants and contractual obligations, employees are required to be flexible in regard to scheduling and work location.
• Program sites are located throughout the Chicago area, including the North and South sides of Chicago, as well as the suburbs. Employees may be required to report to any one of our locations on a temporary or permanent basis.
  
  

Physical Demands

• While performing the duties of this job, the employee is regularly required to talk and hear.
• The employee is regularly required to sit, stand and walk.
• The employee is regularly required to use hands to key, handle, or feel and reach with hands and arms.
• The employee must occasionally lift and/or move up to 25 pounds.
  
  

Equal Opportunity Employer Statement

Heartland Human Care Services makes all hiring and employment decisions, and operates all programs, services, and functions without regard to race, receipt of an order of protection, creed, color, age, gender, gender identity, marital or parental status, religion, ancestry, national origin, amnesty, physical or mental disability, protected veterans status, genetic information, sexual orientation, immigrant status, political affiliation or belief, use of FMLA, VESSA, military, and family military rights, ex-offender status (depending on the offense and position to be filled), unfavorable military discharge, membership in an organization whose primary purpose is the protection of civil rights or improvement of living conditions and human relations, height, weight, or HIV infection, in accord with the organization's AIDS Policy Statement of September 1987.

Seniority level

• Seniority level

  Mid-Senior level

Employment type

• Employment type

  Full-time

Job function

• Job function

  Administrative

• Industries

  Non-profit Organizations

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