Workplace Services Administrator
javen technologiesChicago (IL)
About the role
Job Title: Workplace Services Administrator
Location: Chicago, IL
Duration: 6 months++ (Possible Extension)
Job Description:
- Reception & Front of House Operations
- Serve as the front desk presence and first point of contact for employees, members, vendors, and visitors, delivering a consistently professional and welcoming experience.
- Greet, check in, and badge visitors in accordance with security and visitor management protocols; maintain accurate visitor logs and coordinate with hosts and Security as needed.nswer incoming calls promptly and route inquiries to the appropriate parties.
- Monitor lobby and turnstile activity and generate periodic reporting as required.
- Receive, log, and distribute mail, packages, and deliveries, coordinate with Facilities and vendors for large or secured deliveries.
- Maintain the reception area to ensure it remains organized, stocked, and presentable at all times.
Monitor reception area activity and escalate safety, security, or access concerns in accordance with established procedures.dministrative SupportProvide general administrative support to Business and Administrative Support Services, and other designated teams as needed.ssist with scheduling meetings, managing calendars, and maintaining records and trackers.
Support planning and logistics for internal meetings and events, including headcount tracking and basic coordination.ssist with travel arrangements, expense reporting, and document preparation as assigned.
Confirm required documentation (e.g., Certificates of Insurance) is on file prior to vendor or delivery arrival.
Support booking and reservations for large meeting rooms and event spaces.
Back Up Facilities & Workplace Services SupportProvide back up coverage for Facilities and Workplace Services functions during absences, peak periods, or special projects.ssist with submitting and tracking facilities service requests and coordinating vendor visits.
Support conference room readiness, including room checks, basic setup coordination, and catering support.ssist with office operations such as supply ordering, inventory tracking, kitchen/pantry support, and minor workplace issue escalation.
Partner with Facilities and Security teams during drills, incidents, or building related communications as directed.
Required Skills & Qualifications:
High school diploma required; Associate or Bachelor's degree preferred.
Previous experience in reception, administrative support, workplace services, or facilities support, preferably in a corporate environment.
Strong customer service orientation with a professional, approachable demeanor.
Excellent verbal and written communication skills, including a professional phone manner.
Strong organizational skills, attention to detail, and the ability to manage multiple priorities.bility to remain patient, responsive, and solution oriented when interacting with challenging situations or customers.
Proficiency with Microsoft 365 tools (Outlook, Teams, Word, Excel) and comfort learning new systems.bility to exercise discretion and handle sensitive or confidential information appropriately.
Preferred / Plus Qualifications:
Experience in hospitality, in person customer service, or employee facing corporate roles. Familiarity with visitor management systems, service request platforms, or workplace operations tools (e.g., FedEx Ship Manager, ServiceNow).Security training, First Aid, and/or CPR certification.
Work Environment:
On site role based in the Old Post Office.
Frequent interaction with employees, leadership, vendors, and visitors.
Requires flexibility to shift focus between reception, administrative, and facilities support based on business needs.
Before you apply
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A number in mind
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Your notice period
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