Front Desk Coordinator

Mack & Associates, Ltd.; Chicago (IL); On-site; USD 50,000 - 55,000; Full time

Benefits offered by this job

Medical

PTO

401k

Job summary

Mack & Associates, Ltd. is seeking a Front Desk Coordinator for its Chicago office. This on-site role supports daily office operations, greets guests, manages calls, coordinates meetings, and assists with travel and expenses as needed.

The ideal candidate is personable, detail-oriented, proactive, and committed to exceptional guest service. This full-time position offers competitive pay and benefits including medical, PTO and 401k.

Qualifications

• High school diploma or equivalent required.
• Proficiency in Word, Excel, and Outlook.
• Excellent communication and interpersonal skills.
• Detail-oriented, proactive, and reliable.

Responsibilities

• Greet visitors and direct them to the appropriate person.
• Manage multi-line phone system and screen calls.
• Coordinate meeting setup and catering, register visitors.
• Troubleshoot minor AV issues and coordinate with vendors.
• Maintain reception areas, kitchens, conference rooms and storage areas.
• Coordinate mail, packages, and office supplies inventory.
• Assist with travel bookings and expense reports as needed.

Skills

Guest services

Multitasking

Professional communication

Detail-oriented

Education

High school diploma or equivalent

Tools

Microsoft Word

Microsoft Excel

Outlook

Job description

A well-established company in Chicago’s Gold Coast is seeking a Front Desk Coordinator to join their team. This full-time, on-site opportunity offers a competitive salary range of $50,000–$55,000 annually, dependent on experience. The ideal candidate is a detail-oriented, personable, and proactive professional with a strong commitment to providing exceptional guest services and supporting daily office operations. Working closely with employees, visitors, vendors, and executive assistants, this individual will manage front desk operations, coordinate meetings, oversee office supplies and inventory, and assist with various administrative responsibilities. The position follows a Monday through Friday schedule from 8:30 AM to 5:30 PM, with five days in the office. Mack & Associates offers benefits including medical, PTO and 401k.

Responsibilities of the Front Desk Coordinator:

• Serve as the main point of contact for the front desk by greeting and directing visitors, answering a multi-line phone system, screening calls, and directing callers to the appropriate person.
• Manage conference room calendars and coordinate meeting set-up, including placing catering orders and registering visitors.
• Troubleshoot minor audio/visual issues and coordinate with the appropriate resources to resolve technical concerns.
• Maintain the organization and cleanliness of the reception area, kitchens, conference rooms, and general storage areas.
• Coordinate incoming and outgoing mail and packages, ensuring timely delivery and distribution throughout the office.
• Oversee office and kitchen supplies by monitoring inventory, placing orders as needed, and working with vendors to coordinate offsite document storage, equipment servicing, and maintenance.
• Assist with the production of printed materials for meetings, support ad hoc projects and administrative responsibilities, and potentially assist with travel bookings and expense reports as responsibilities evolve.

Qualifications of the Front Desk Coordinator:

• High school diploma or equivalent required, with previous relevant experience in an office or academic setting demonstrating consistency, dependability, and the ability to multitask.
• Proficiency in Microsoft Word, Excel, and Outlook required, with the ability to navigate office systems and manage administrative tasks efficiently.
• Excellent oral and written communication skills, with the ability to interact professionally with employees, visitors, vendors, and other contacts.
• A strong desire to provide exceptional guest services at all times, with excellent interpersonal skills and an approachable, professional demeanor.
• Strong attention to detail, punctuality, and organizational skills, with the ability to maintain accurate records and manage multiple responsibilities.
• A highly motivated, proactive, and teachable approach, with the ability to take initiative, adapt to changing priorities, and work collaboratively with a team.
• Ability to comfortably lift up to 20 pounds to restock office and kitchen supplies, while maintaining a professional appearance and a welcoming, organized front desk environment.