INTAKE COORDINATOR / RECEPTIONIST- CHICAGO, IL

Job Summary

The Intake Coordinator / Receptionist is the welcoming first point of contact at the Chicago workplace reception desk and the central coordinator for Workplace Services requests. This position combines front-desk hospitality with organized intake, tracking, routing, and follow-through for meeting space, catering, workplace support, and related service requests. The coordinator works closely with the Chicago Site Lead and operational partners to provide a seamless, professional associate and guest experience.

The ideal candidate is personable, highly organized, responsive, and comfortable balancing in-person reception responsibilities with administrative coordination in a fast-paced corporate environment. 

Core Responsibilities

Reception & Front Desk Hospitality
•    Staff the designated Chicago reception desk during assigned hours and provide a warm, professional welcome to associates, visitors, clients, and vendors.
•    Respond to walk-up questions, phone calls, and general inquiries; direct individuals to the appropriate person, team, or resource.
•    Coordinate with Security on guest arrival and registration procedures, following applicable building and client protocols.
•    Provide directions and general information about workplace amenities, meeting spaces, and available services.
•    Maintain a tidy, organized, and presentation-ready reception area; promptly report facilities or service concerns.
•    Maintain appropriate discretion and professionalism when interacting with executives, visitors, and internal stakeholders.

Centralized Intake & Request Management
•    Monitor designated Workplace Services intake channels and shared inboxes; acknowledge, prioritize, and document incoming requests.
•    Clarify incomplete submissions and capture relevant details, including requested dates, locations, contacts, services, and deadlines.
•    Route requests to the responsible Workplace Services, Culinary, Facilities, AV/IT, Security, or vendor partner and communicate ownership and next steps.
•    Track open items, changes, escalations, and resolution status; follow through until requests are closed.
•    Provide timely and professional status updates to requestors and escalate urgent, sensitive, or unresolved matters to the Chicago Site Lead.
•    Maintain accurate intake logs, reservation records, and operational trackers in approved systems.

Managed Space, Meetings & Catering Coordination
•    Assist associates with meeting and managed-space inquiries, availability, reservation processes, and applicable usage guidelines.
•    Capture meeting and event requirements and coordinate logistics with the appropriate operational teams.
•    Document catering needs, service times, headcounts, dietary considerations, and room requirements; share complete information with Culinary or catering partners.
•    Support preparation or updates of Banquet Event Orders (BEOs) or other service documentation when applicable and as directed by the Site Lead.
•    Communicate reservation changes, cancellations, special requests, and service updates to affected stakeholders.
•    Identify potential conflicts or gaps and elevate them early to help ensure smooth execution.
•    Provide reasonable administrative and onsite hospitality support as directed, while maintaining front-desk coverage as the primary responsibility.
•    Perform other related duties assigned by leadership.

Required Qualifications & Competencies

•    Experience in corporate reception, front desk operations, hospitality, workplace services, administrative coordination, or a related customer-facing role.
•    Excellent interpersonal, written, and verbal communication skills and a polished, welcoming professional demeanor.
•    Strong organizational skills, attention to detail, and ability to prioritize and follow through on multiple concurrent requests.
•    Sound judgment, discretion, and ability to handle confidential or sensitive information appropriately.
•    Proficiency with Microsoft Outlook, Teams, Word, and Excel; ability to learn reservation, intake, and workplace management platforms.
•    Ability to work independently, collaborate across functions, and remain calm and solutions-oriented during busy periods.
•    Experience with meeting reservations, catering requests, service tickets, or BEO documentation is preferred but not required.