Website Planned Parenthood
The role of the Office Manager & Receptionist acts as the central hub of PPIL’s office operations, ensuring the smooth and efficient functioning of the Chicago Administrative Office. Primary duties include supervising and covering the reception area, ensuring the efficient management of the Chicago Administrative Office, and basic support of the Facilities Department. This role oversees daily administrative tasks, manages office resources and reception area, and acts as a liaison to Property Management. This position works under the supervision of the Manager of the President’s Office and Board Affairs.
1. Manage and maintain office environment and the physical maintenance of Chicago Administrative Office including office equipment and supply inventory.
2. Establish and manage structures and processes that enable the Administrative Office to be most effective.
3. Manage the reception area, ensuring professional, full-time coverage that recognizes the sensitive nature of the many calls and visits received.
4. Handle confidential information in a professional and discreet manner.
5. Screen and greet visitors, and notify appropriate staff to meet their visitor in the reception area.
6. Sort and distribute all incoming and outgoing mail/packages/correspondence and manage postage meters for the Administrative Office and the Loop Health Center.
7. In coordination with the Maintenance Supervisor, act as a liaison between PPIL, Property Management, and vendors for maintenance requests and building services for both the Chicago Administrative Office and Loop Health Center spaces.
8. Assist Senior Director of Facilities & Capital Initiatives Manager with Facilities Department calendar management and receipt reconciliation.
9. Monitor facilities ticketing system triage for Loop HC in collaboration with Maintenance Supervisor.
10. Understand, commit to, and practice a customer-oriented approach to service delivery.
11. Demonstrate an understanding of and commitment to remain informed about PPIL protocols, policies, and procedures.
12. Demonstrate an understanding of and commitment to PPIL core values of access, activism, care, confidentiality, diversity, excellence, integrity, respect, self-determination, and stewardship; practice these values in relations with internal and external customers.
1. Manage the inventory of all Chicago Admin office supplies, kitchen supplies, and reconcile invoices with the Purchasing Department. 2. Manage conference room calendars and room reservations.
3. Maintain PPIL Admin phone extension directory and send monthly updates to all PPIL staff.
4. Answer and route phone calls received from the PPIL general phone line.
5. Route and distribute important confidential incoming faxes to corresponding departments.
6. Coordinate Administrative Office key and fob access with IT and Facilities Departments.
7. Other duties as assigned.
Physical Demands: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to stand, walk, talk, see, and hear. The employee frequently is required to use hands and fingers to type, handle, or feel and reach. The employee is regularly required to sit. The employee must be able to regularly lift and/or move up to 50 pounds.
Supervisor: Manager of the President’s Office and Board Affairs
Status: Full time. Non-exempt from the overtime provisions of the FLSA.
Qualifications: Education: High school diploma or GED required; bachelor’s degree preferred.
Experience: 2 to 5 years office experience required, preferably in the administrative/office management role. Experience managing vendor relations is a plus.
Personal and Professional qualities: Excellent communication skills, both written and verbal. A self-starter, with the ability to organize and maintain large amounts of diverse information with attention to detail. Must have strong proficiency in Microsoft Office Suite. Must be able to prioritize and manage multiple projects from start to finish, demonstrating strong follow through and appropriate confidentiality. Hands-on organization and time management skills with the ability to prioritize. Strong interpersonal skills required and a willingness to relate to many different types of people, understanding their needs and motivations while keeping the needs of the agency as the highest priority. An understanding of and commitment to the operating goals of Planned Parenthood is essential. Must exhibit a neat and tidy appearance, with clothes free from holes or stains, and maintain excellent personal hygiene. Business casual attire is required and PPIL apparel is also acceptable. Must be able to work full-time on-site at the Administrative office.
Planned Parenthood works affirmatively to include diversity among its workforce and does not discriminate in the selection of its staff based on factors including but not limited to race, color, religion, sex, national origin, age, sexual orientation, gender identity, disability, income, marital status or any other characteristic protected under federal, state or local law. We know that BIPOC and womenidentifying candidates are less likely to apply to jobs unless they meet every requirement. Please do not be deterred if your past experience doesn’t align perfectly with every qualification in the job posting. We encourage you to apply anyway! You may be exactly who we are looking for!
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