We are looking for an experienced and dependable Receptionist to support daily front desk operations for a Contract position based in Chicago, Illinois. In this role, you will create a welcoming experience for visitors, coordinate meeting logistics, and provide administrative support that helps the office run smoothly. The ideal candidate is service-oriented, organized, and confident managing multiple priorities in a structured environment.
Responsibilities:
- Welcome guests and clients in a courteous and attentive manner, ensuring a positive first impression and alerting employees when their visitors arrive.
- Respond to incoming calls and front desk inquiries, directing questions or requests to the appropriate manager, department, or client contact.
- Coordinate reservations for conference rooms, visitor offices, and related meeting spaces through scheduling tools and office calendars.
- Support visitors and internal teams by identifying suitable meeting space options, resolving scheduling conflicts, and arranging alternatives when needed.
- Organize catering for meetings and events, confirming order accuracy and timely delivery.
- Perform administrative support tasks such as processing expense-related items, maintaining records, and assisting with special assignments as requested.
- Handle confidential information and sensitive documents with discretion and care.
- Issue and track visitor access cards and parking validations while maintaining accurate logs and related documentation.
- High school diploma or equivalent is required; additional education or comparable relevant experience is a plus.
- At least 1 year of experience in a receptionist, switchboard, or administrative support role, ideally within a legal, financial, or large corporate setting.
- Demonstrated ability to provide high-quality customer service and build positive relationships with visitors, clients, and internal staff.
- Working knowledge of Microsoft Office applications, including Word, Excel, and Outlook, along with comfort using messaging and workflow systems.
- Understanding of general office procedures and the ability to support a smooth, well-organized workplace experience.
- Strong organizational skills with excellent attention to detail and the ability to manage competing priorities effectively.
- Ability to work successfully in a fast-paced team environment while also handling responsibilities independently.
- Proven judgment in handling confidential information, resolving routine issues, and escalating more complex matters when appropriate.