Weekend Workplace Coordinator

obama; Chicago (IL); On-site; USD 24,000 - 35,000; Part time

Job summary

The Obama Foundation in Chicago is seeking a part-time, in-person Workplace Services assistant for weekends. You will support the office by coordinating room setups, stocking supplies, and handling dock scheduling while ensuring a professional office environment.

The role requires 1-3 years in reception or office-related roles, strong communication, and the ability to lift packages. This position is based at the Obama Presidential Center in Jackson Park.

Qualifications

• 1-3 years of reception/office management or customer service experience.
• Ability to lift large packages and office materials.
• Excellent written and verbal communication; strong organizational skills.

Responsibilities

• Coordinate meeting room requests and oversee conference room set-ups.
• Oversee office and pantry supply procurement, tracking, and stocking.
• Act as primary point of contact for Chicago staff questions and concerns.
• Review, approve, schedule dock access requests and coordinate daily dock activity.

Skills

Reception experience

Office management

Customer service

Strong communication

Organizational skills

Tools

Slack

GSuite

Ticketing systems

Travel management systems

Job description

At The Obama Foundation, our mission is to inspire, empower, and connect people to change their world. We seek to build an active democratic culture where people are equipped and motivated to make change in the communities where they live, work, and play. Right here on the South Side of Chicago, we're building a home for this vision, a global center for change with a range of opportunities - coordinated programming, community outreach events, educational moments, and more - that invite visitors from down the block or across the globe to turn hope into action.

Purpose of the Role

The Obama Foundation's Workplace Services team oversees our physical office locations and provides support to our remote staff members. Reporting to the Operations Manager and working closely with the Chicago Operations Teams, this part-time role will provide support to the Workplace Services team and will be a key point of contact for in-office requests on weekends. This role will be responsible for maintaining an organized and professional office experience, ensuring office safety procedures are followed, equipping staff with what they need to execute projects successfully, and providing weekend support in the Dock.

Core Job Responsibilities

Administrative Support

• Coordinate meeting room requests and oversee conference room set‑ups.
• Support the team with office projects and events.

Office Support

• Oversee office and pantry supply procurement, tracking, and stocking.
• Assist Office Coordinator with vendor scheduling and management.
• Ensure the office and break rooms are well organized, fully stocked, and free of clutter.
• Organize and distribute Foundation mail and packages.

Staff Support

• Act as a primary point of contact for Chicago staff questions and concerns.
• Ensure that all customer support requests are properly routed and responded to within 24 hours.

Dock Support

• Review, approve, deny, and schedule dock access requests based on operational priorities, dock availability, and policy requirements.
• Coordinate daily dock activity to ensure safe, orderly sequencing of deliveries, pickups, waste hauling, and OPS functions.
• Monitor dock conditions to ensure docks remain clear, safe, and available for scheduled activities.
• Maintain accurate records of dock activity, vendor compliance, incidents, and operational disruptions.

Perform other duties as assigned

Key Deliverables / Outcomes

• Complete all administrative support work/projects on time and with exceptional attention to detail.
• Pantry items and office supplies are easily accessible, well stocked, and ordered in a timely manner.
• Conference rooms are set-up with necessary supplies and staff feel that they have an efficient and accommodating work environment.
• Ensure the Office is well organized and clear of clutter.
• Support tickets are answered and/or routed in a timely manner.
• Minimized dock conflicts, delays, and operational disruptions.
• Accurate and complete dock scheduling records and vendor activity documentation.

Required Qualifications

• 1 - 3 years of experience within reception, office management, hospitality, or customer service roles
• 1 - 3 years of experience with dock scheduling, management and operations
• Ability to lift large packages and office materials
• Proactive, flexible, and resourceful work ethos; ability to anticipate needs, take initiative, and remain calm and effective under pressure
• Strong written and verbal communication skills
• Excellent organizational skills; demonstrated ability to prioritize, multi-task, and follow through on short- and long-term assignments
• Communicates proactively and collaborates effectively with others to achieve objectives and meet deadlines.
• Strong prioritization skills to effectively juggle short-term and long-term tasks and responsibilities in an entrepreneurial, fast-paced environment.
• Experience with Slack, GSuite, customer support ticketing systems, and travel management systems are a plus.

The pay rate for this role is $21.50/hour.

This is a part‑time, in‑person role based at the Obama Presidential Center in Jackson Park.

For an overview of our benefits package, including insurance, paid time off, retirement & more, please visit https://www.obama.org/careers/ .

Equal Opportunity Employer

The Foundation is committed to creating a dive