Front Desk Coordinator

Heartland Human Care Services•Chicago, IL

12d•Onsite

About The Position

Under the general guidance of the Operations Supervisor, the Front Desk Coordinator provides a broad range of specialized operations and program support services, including but not limited to triaging client needs, checking in participants, guests, and partners, specialized administrative tasks, data processing and records management. This position is responsible for ensuring participants, staff, and other visitors are provided with quality services. The Front Desk Coordinator will be responsible for maintaining the policies and procedures developed for the front desk operation. The employee in this position may be required to remain on premises during break and/or meal periods. Individual accountabilities and work volume will be established through the development of annual Success Objectives, within the framework outlined below. The Front Desk Coordinator leverages industry knowledge and best practices to promote the mission and vision of Heartland Human Care Services. Supports culture development and management efforts.

Requirements

High school diploma or equivalent General Education Diploma is required.
Minimum three (3) years of related experience in a client/participant/customer-facing role.
Demonstrated computer proficiency, including knowledge of word processing, spreadsheet and database software.
Ability to write reports, correspondence, and instructions.
Ability to effectively present information and respond to questions from staff, managers, participants, vendors, and the general public.
Ability and comfortability working with people of varying socioeconomic backgrounds.
Demonstrated ability to handle confidential and sensitive information possessing skills to handle situations in a professional and diplomatic manner.
A high degree of collaboration and emotional intelligence, self-motivation, and analytical ability
Proficiency in Microsoft Office, Internet Explorer, Outlook/Exchange; Windows operating systems; and other software routinely used by Heartland Human Care Services.
Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists.
Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.
Ability to work independently and remain self-motivated with minimal direct supervision.
Access to regular, dependable and timely transportation

Nice To Haves

Bilingual strongly preferred.
Fluency in a second language strongly preferred.

Responsibilities

Triages immediate needs of incoming participants, staff, and guests.
Checks in and checks out guests according to policies stated in the Front Desk Policies and Procedures Manual.
Monitors traffic through the lobby and into the living area.
Monitors entrance to and use of the lobby and controlled exit from the living area.
Reports any hazardous conditions or emergency situations to building management.
Is responsible for monitoring adherence to and compliance with building policies as stated in the Front Desk Policies and Procedures Manual and Residency Rules & Regulations.
Prepares and submits written reports in accord with procedures outlined in the Manual.
Adheres to professional standards of confidentiality regarding building tenants and guests.
Performs routine clerical/support tasks including, but not limited to; data entry, filing, photocopying, distribution of mail, answering telephones, maintaining records, etc.
Serves as lead on monitoring technology, including submitting and tracking help desk tickets.
Responsible for tracking and booking meeting rooms.
Assists with purchasing including supplies, computers, etc. within defined budgetary limitations and develops procedures for the control, storage, use, and availability of office supplies and related items.
Assists with invoices, purchase order completion, and tracking of financial documentation.
Maintains confidentiality of all documents and other information. Prepares records, contracts, reports, schedules, and other necessary documentation; ensures the appropriate processing, filing and distribution, etc. of such data.
Develops forms, as needed, and establishes procedures for processing clerical /support related data and information.
Provides research and written analysis of administrative related issues as assigned.
Composes written material for the processing of basic to intermediate level correspondence and inquiries.
Assists with or executes communications related activities such as preparing brochures and other collateral materials, and advanced word processing.
Provides support services to other external and internal work groups, coalitions, and task forces including maintenance of rosters, coordination of meetings, and preparation of minutes.
Other duties may be assigned