Front Desk Coordinator

This job was posted by https://illinoisjoblink.illinois.gov : For more

Information, Please See

https://illinoisjoblink.illinois.gov/jobs/13457280

• OVERVIEW:**\
  
  

The Front Desk Coordinator is responsible for managing front office

reception and administrative duties to ensure smooth daily operations

and a professional first impression. This includes greeting guests,

answering phones, handling inquiries, managing mail and deliveries, and

supporting general administrative functions.\

\

Key Responsibilities

• Answers the central telephone system and directs calls accordingly.
• Manages the reception area to ensure effective telephone and mail
  
  

communications both internally and externally to maintain

professional image.

• Receives the public and answers questions, in person and by
  
  

telephone; responds to inquiries from employees, citizens and others

and refers, when necessary, to the appropriate person, official or

department.

• Prepares outgoing mail; sorts and distributes parceled mail as
  
  

needed.

• Assists the public and guests with the use of facilities to ensure a
  
  

safe comfortable experience.

• Completes and maintains inventory of supplies, daily logs,
  
  

directories and other administrative support documents as needed.

• Oversees and maintains the room reservations, equipment and vehicle
  
  

usage process.

• Manages meeting room access and /vehicle keys.
• Maintains office forms and procedures, and assists with
  
  

administrative tasks as assigned.

• Manages check in systems for staff and visitors.
• Distributes equipment to staff as needed.
• Keeps secure, logs and distributes vendor checks as needed.
• Receives and secures incoming and outgoing mail and deliveries.
• Coordinates overall administrative activities for the Front Office.
• Participates as needed in special department projects.
• Operates listed office machines as required.
  
  

Required Qualifications

• High school diploma or GED, with additional coursework or training
  
  

in general office practices.

• 3 to 5 years of progressively responsible experience in a related
  
  

administrative or front desk role, or an equivalent combination of

education and experience.

• Proficiency in Google Workspace (formerly G Suite), including Gmail,
  
  

Google Calendar, Docs, and Sheets.

• Familiarity with Grandstream IP phone systems (minimum 1 year of
  
  

Experience Preferred).

• Experience working with Lexmark All-In-One printers (minimum 1 year
  
  

Of Experience Preferred).

**PHYSICAL REQUIREMENTS AND WORKING ENVIRONMENT:**

• Ability to sit or stand for extended periods of time.
• Ability to work for extended hours with a computer.
• Ability to lift up to 50 lbs.
  
  

General Skills And Competencies

• **Communication:**Clear, professional verbal and written
  
  

communication skills.

• **Customer Service**: Friendly, approachable, and responsive to
  
  

internal and external stakeholders.

• **Organization**: Ability to manage multiple tasks, prioritize, and
  
  

stay detail-oriented.

• **Multitasking:**Skilled at handling several duties simultaneously
  
  

without losing focus.

• **Problem-Solving**: Resourceful in resolving issues or directing
  
  

inquiries appropriately.

• **Technology Proficiency:**Comfortable using office software (e.g.,
  
  

Google Workspace), phones, and printers.

• **Professionalism**: Maintains a positive, polished demeanor and
  
  

represents the organization well.

• **Confidentiality**: Trusted to handle sensitive information with
  
  

discretion.

• **Adaptability:**Can adjust to shifting priorities, new systems, or
  
  

changes in workflow.

• **Dependability:**Reliable, punctual, and consistent in attendance
  
  

and performance.

• Disclaimer:**This job description is not intende d to be an exhaustive
  
  

List Of All Duties, Responsibilities, Or Qualifications Associated With

the position. Duties and responsibilities may change at any time, with

or without notice, to meet the needs of the organization.\

\

• IMAN is an Equal Employment Opportunity (\"EEO\") Employer. Veterans
  
  

and individuals with disabilities are encouraged to apply. Reasonable

accommodations will be made to enable individuals with disabilities to

perform the essential functions of the job.*