Front Office Customer Service Representative

Job Title: Front Office Customer Service Representative

Location: Wheeling, IL (PWK)

About George J. Priester Aviation

George J. Priester Aviation is a premier aviation services company providing comprehensive aircraft management, charter, maintenance, and flight operations solutions. With decades of experience supporting owner-managed and client-focused flight departments, we are known for our commitment to safety, professionalism, and white-glove service.

Our team operates in a dynamic Part 135 and Part 91 environment, supporting diverse aircraft types and mission profiles across the U.S. and internationally. At George J. Priester Aviation, we value integrity, collaboration, and accountability and we take pride in building long-term careers within aviation.

Position Summary

The Front Office/Customer Service Representative serves as the first point of contact for GJP, delivering a professional, welcoming, and polished experience to guests, passengers, vendors, and employees. This role is responsible for coordinating inbound and outbound shipping, managing guest check-in and badge distribution, and maintaining the appearance and organization of the reception area, common spaces, and recreation area. In addition, this position provides administrative support for company events and coordinates use of the company condo, including scheduling and guest support. While GJP supports hybrid work arrangements in many roles across the company, this position is full-time onsite given its central role in front-office operations and in-person guest support. This role also requires availability and flexibility to work around holiday travel, particularly during peak periods when passenger movements increase and additional front-office support is needed. Success in this role requires exceptional customer service skills, strong organizational abilities, attention to detail, discretion, and the ability to manage multiple priorities in a fast-paced environment.

Essential Duties And Responsibilities

Front Desk / Reception

• Greet all guests, passengers, vendors, and employees in a warm, professional, and welcoming manner, ensuring a positive first impression of GJP.
• Manage guest check-in procedures, including verifying identification, issuing visitor badges, and notifying appropriate personnel of arrivals.
• Answer, screen, and direct incoming phone calls, taking accurate messages and providing general information as needed.
• Consolidate and distribute the weekly leadership schedule.
• Track company car keys and maintain the usage log.
• Oversee day-to-day operations of the mail room, including receiving, sorting, logging, and distributing incoming mail and packages to the appropriate recipients in a timely manner.
• Coordinate outbound shipping with carriers such as USPS, UPS, FedEx, and DHL, including preparing packages, generating labels, tracking shipments, and reconciling shipping invoices.
  
  

Office Coordination / Facilities

• Maintain the cleanliness, organization, and overall presentation of the reception area, lobby, conference rooms, and other common areas throughout the day.
• Monitor and stock supplies for the recreation area and kitchen, ensuring areas remain clean, organized, and fully stocked for employee and guest use.
• Manage daily catering deliveries, including receipt of orders and placement in the refrigerator.
  
  

Events / Meetings / Hospitality

• Provide support for company events, including logistical coordination, catering arrangements, room setup and breakdown, vendor communication, and on-site event assistance.
• Coordinate employee engagement items, including birthdays, gifts, flowers, and team lunches.
• Manage office decorations and seasonal setup throughout the year.
• Provide additional support during peak holiday travel periods when PWK passenger movements occur, coordinating with Rustin to assist with passenger arrivals and departures, catering, limos, and related logistics. Availability during these peak periods is an essential function of the role.
  
  

Administrative Support

• Schedule and coordinate meeting rooms, ensuring availability and proper setup.
• Assist with client and vendor meeting scheduling, including coordination of Fishbowl reservations.
• Provide general administrative support to the Administration team, including data entry, filing, scanning, and other clerical tasks as assigned.
  
  

Company Condo

• Manage scheduling and coordination of the company condo, including maintaining the reservation calendar, communicating with guests, coordinating check-in and check-out procedures, and arranging cleaning and turnover between stays.
• Provide attentive support to condo guests, including responding to questions, resolving issues, and ensuring a comfortable and positive experience.
  
  

Miscellaneous / Ongoing Tasks

• Enter and submit ramp receipts.
• Coordinate conference registrations and hotel bookings for employees as needed.
• Manage local hotel coordination and negotiated rate management.
• Distribute certificates of insurance to clients, vendors, and partners as requested.
• Maintain contract file storage and management references for easy retrieval.
• Administer memberships, renewals, and account management for services and organizations such as DocuSign, NATA, and NBAA.
• Coordinate rental car arrangements and manage related vendor accounts.
• Maintain accurate logs and records for mail, shipments, visitor sign-ins, badge distribution, condo reservations, and other tracked items.
• Enforce visitor and security protocols, monitoring lobby traffic and reporting any suspicious or unauthorized activity to appropriate personnel.
• Perform other duties and special projects as assigned.