Front Desk & Guest Experience Specialist

The John D. and Catherine T. MacArthur Foundation; Chicago (IL); On-site; USD 36,000 - 48,000; Full time

Job summary

The John D. and Catherine T. MacArthur Foundation in Chicago seeks a Receptionist to support Administrative Services, greet guests, manage phone calls, and coordinate requests using WorkSpeed.

This role ensures a well-run, efficient office environment and smooth day-to-day operations. Responsibilities include reserving conference rooms, processing invoices and expenses, updating time-off schedules, and assisting with mailings and staff requests.

Qualifications

• High School diploma and previous experience managing a reception phone system.
• Strong customer service skills are a must.
• Excellent interpersonal and organizational skills.
• Prompt and consistent attendance is necessary for this role.
• Must be flexible.
• Proficient in Word, Excel, and Outlook.
• Workspeed (Office of the Building work order system)

Responsibilities

• Reserve conference rooms for staff meetings.
• Answer incoming calls that include office of the building promptly and efficiently.
• Greet and announce all incoming guests.
• Perform general maintenance of the reception area.
• Fulfill staff requests and ensure completion in Workspeed.
• Process invoices.
• Process expenses for Manager, Administrative Services.
• Log Certificate of Insurance.
• Update weekly Team time off schedule.
• Assist with mailings or other staffing requests as approved by Manager, Administrative Services.
• Sort and distribute generic mail to appropriate program/department.
• Assist with ordering office supplies, as needed.
• Receive and distribute special courier packages promptly.
• Always aware of surroundings and people coming and going from elevators.
• Diverts all freight deliveries to the 10th Floor.
• Perform other duties as assigned.

Skills

Customer service

Phone system management

Interpersonal skills

Organizational skills

Attendance reliability

Flexibility

Microsoft Office

Education

High School Diploma

Tools

Word

Excel

Outlook

WorkSpeed

Job description

The John D. and Catherine T. MacArthur Foundation in Chicago seeks a Receptionist to support Administrative Services, greet guests, manage phone calls, and coordinate requests using WorkSpeed.

This role ensures a well-run, efficient office environment and smooth day-to-day operations. Responsibilities include reserving conference rooms, processing invoices and expenses, updating time-off schedules, and assisting with mailings and staff requests.