Weekend Workplace Coordinator

BOF The Barack Obama Foundation; United States; On-site; USD 24,000 - 35,000; Part time

Benefits offered by this job

Insurance

Paid time off

Retirement plan

Job summary

The Obama Foundation is seeking a weekend, in-person Office Support for its Workplace Services team, based at the Obama Presidential Center in Jackson Park, Chicago. This part-time role reports to the Operations Manager and ensures a professional office experience for staff, with a focus on safety and organization.

Responsibilities include coordinating room setups, stocking supplies, handling dock access, and serving as the weekend point of contact for the Chicago team.

Qualifications

• Experience in reception, office management, hospitality, or customer service (1–3 years).
• Ability to lift large packages and office materials.
• Strong written and verbal communication skills.
• Proactive, flexible, and calm under pressure.

Responsibilities

• Coordinate meeting room requests and oversee conference room set-ups.
• Oversee office and pantry supply procurement, tracking, and stocking; manage vendor scheduling.
• Serve as primary weekend contact for Chicago staff questions and ensure tickets are routed within 24 hours.
• Review, approve, schedule dock access requests and coordinate daily dock activity to ensure safe operations.

Skills

Reception

Office management

Hospitality

Customer service

Slack

GSuite

Ticketing systems

Travel management systems

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. Achieving our ambitious goals starts with an exceptional team built on our Hope to Action Values - Courage, Empathy, Integrity, Accountability, Community, Inclusivity, Pragmatism, Resilience, Imagination, and Hope. A Framework that anyone, anywhere, can use to build trust, activate participation, and expand opportunity in their community.

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 diverse work environment and is proud to be an equal opportunity employer. The Foundation does not discriminate on the basis of race, color, national origin, sex, gender identity, religion, sexual orientation, age, disability, parental status, veteran status, or any other protected status under applicable laws. We encourage individuals of all backgrounds to apply. If you are a qualified candidate with a disability, please e‑mail us at [e-mail] if you require a reasonable accommodation to complete this application.

At the Obama Foundation, we are guided by a core belief: that ordinary people working together can change history. We were founded by community organizers, so when we seek change, we do it by bringing people together. That approach begins at home, on the South Side of Chicago, where we are building the Obama Presidential Center. The Center represents a historic opportunity for Chicago: a chance to build a world‑class museum and public gathering space that celebrates our nation’s first African American President and First Lady, steps away from where he began his career, where she was raised, and where—together—they made their home. That approach extends to all our work, whether it’s holding leadership training sessions in communities throughout the U.S., bringing local leaders together in countries around the world, working to support the global education of girls, or ensuring young men of color have pathways to opportunity. As President Obama has said, “we cannot solve the challenges of our time unless we solve them together.”