Front Desk Coordinator

Inner-city Muslim Action Network; Chicago (IL); On-site; USD 35,000 - 55,000; Full time

Job summary

An established industry player is seeking a Front Desk Coordinator to ensure smooth daily operations and provide a professional first impression. This role involves managing reception duties, greeting guests, and handling inquiries. The ideal candidate will have strong communication skills, a customer-friendly demeanor, and proficiency in office technologies. Join a dynamic team where your contributions will help create a welcoming environment for all visitors and staff. If you are organized, dependable, and ready to take on a pivotal role in a supportive organization, this opportunity is for you.

Qualifications

• 3-5 years of experience in administrative or front desk roles.
• Proficiency in Google Workspace and office technology.

Responsibilities

• Manage front office reception and administrative duties.
• Answer phones, handle inquiries, and manage mail.

Skills

Communication

Customer Service

Organization

Multitasking

Problem-Solving

Technology Proficiency

Education

High School Diploma or GED

Additional coursework in office practices

Tools

Google Workspace

Grandstream IP phone systems

Lexmark All-In-One printers

Job description

OVERVIEW:
The Front Desk Coordinator is responsible for managing front office reception and administrative duties to ensure smooth daily operations and a professional first impression. This includes greeting guests, answering phones, handling inquiries, managing mail and deliveries, and supporting general administrative functions.

KEY RESPONSIBILITIES:

• Answers the central telephone system and directs calls accordingly.
• Manages the reception area to ensure effective telephone and mail communications both internally and externally to maintain professional image.
• Receives the public and answers questions, in person and by telephone; responds to inquiries from employees, citizens and others and refers, when necessary, to the appropriate person, official or department.
• Prepares outgoing mail; sorts and distributes parceled mail as needed.
• Assists the public and guests with the use of facilities to ensure a safe comfortable experience.
• Completes and maintains inventory of supplies, daily logs, directories and other administrative support documents as needed.
• Oversees and maintains the room reservations, equipment and vehicle usage process.
• Manages meeting room access and /vehicle keys.
• Maintains office forms and procedures, and assists with administrative tasks as assigned.
• Manages check in systems for staff and visitors.
• Distributes equipment to staff as needed.
• Keeps secure, logs and distributes vendor checks as needed.
• Receives and secures incoming and outgoing mail and deliveries.
• Coordinates overall administrative activities for the Front Office.
• Participates as needed in special department projects.
• Operates listed office machines as required.

REQUIRED QUALIFICATIONS:

• High school diploma or GED, with additional coursework or training in general office practices.
• 3 to 5 years of progressively responsible experience in a related administrative or front desk role, or an equivalent combination of education and experience.
• Proficiency in Google Workspace (formerly G Suite), including Gmail, Google Calendar, Docs, and Sheets.
• Familiarity with Grandstream IP phone systems (minimum 1 year of experience preferred).
• Experience working with Lexmark All-In-One printers (minimum 1 year of experience preferred).

PHYSICAL REQUIREMENTS AND WORKING ENVIRONMENT:

• Ability to sit or stand for extended periods of time.
• Ability to work for extended hours with a computer.
• Ability to lift up to 50 lbs.

GENERAL SKILLS AND COMPETENCIES:

• Communication: Clear, professional verbal and written communication skills.
• Customer Service: Friendly, approachable, and responsive to internal and external stakeholders.
• Organization: Ability to manage multiple tasks, prioritize, and stay detail-oriented.
• Multitasking: Skilled at handling several duties simultaneously without losing focus.
• Problem-Solving: Resourceful in resolving issues or directing inquiries appropriately.
• Technology Proficiency: Comfortable using office software (e.g., Google Workspace), phones, and printers.
• Professionalism: Maintains a positive, polished demeanor and represents the organization well.
• Confidentiality: Trusted to handle sensitive information with discretion.
• Adaptability: Can adjust to shifting priorities, new systems, or changes in workflow.
• Dependability: Reliable, punctual, and consistent in attendance and performance.

Disclaimer: This job description is not intended to be an exhaustive list of all duties, responsibilities, or qualifications associated with the position. Duties and responsibilities may change at any time, with or without notice, to meet the needs of the organization.

IMAN is an Equal Employment Opportunity ("EEO") Employer. Veterans and individuals with disabilities are encouraged to apply. Reasonable accommodations will be made to enable individuals with disabilities to perform the essential functions of the job.