The Chicago Architecture Foundation is a nonprofit organization dedicated to advancing public interest and education in architecture and design. The Chicago Architecture Foundation presents a comprehensive program of tours, exhibitions, lectures, special events, and adult and youth education activities, all designed to enhance the public’s awareness and appreciation of Chicago’s outstanding architectural legacy.

Key Duties and Responsibilities

• Recommend office procedures and assist in training staff on office processes and equipment. Interact with staff to resolve procedural issues.
• Ensure that office equipment (i.e. copiers, fax machines, and telephones) is operational and serviced per schedule. Arrange for service/repair as needed.
• Coordinate the usage of office space and assist with preparations for meetings and special events.   Act as liaison with building management/staff for special set-ups.
• Welcome visitors to the CAF administrative office and notify staff of their arrival.
• Answer incoming calls and route callers to the appropriate party.
• Monitor incoming e-mails and route inquiries to the appropriate party.
• Maintain general office supplies and coordinate special orders on a periodic basis.
• Maintain CAF materials for distribution to general public and visitors.
• Respond to facility maintenance and repair requests, routing inquiries to building management and/or external vendors.  Coordinate maintenance visits for carpet cleaning, HVAC, and other facility-related issues.
• Manage facility rentals and coordinate logistics with building management, security, and janitorial crew.
• Process outgoing mail and packages for CAF staff through USPS, FedEx, UPS, or messenger services.  Receive incoming mail and route to the appropriate staff members.
• Maintain supply of office and cubicle keys; order new keys and building access cards as needed.
• Assist with coordinating trainings, interviews, and other meetings as needed.
• Assist with on-boarding new staff including office/desk set-up, ordering keys, and coordinating other logistics.
• Assist HR/Office Manager with special projects.
• Perform other duties as assigned.

Education and Experience Requirement

• Minimum 2 years of college required.  Bachelor’s Degree in Business, Management, or related field strongly preferred.
• 2-4 years of customer service, administrative, or office experience
• Experience in an office setting strongly preferred

Skills and Attributes

• High level of customer service with the ability to work in a team environment
• Exceptional oral and written communication skills
• Strong time management, prioritization, and organizational skills
• Ability to understand and follow written and verbal instructions
• Strong attention to detail
• Ability to problem solve using available resources with minimal supervision
• Ability to lift and move up to 30 pounds
• Proficiency in office productivity software such as Word, Excel, and PowerPoint required; preferred typing speed of at least 60 wpm with high accuracy
• Proficiency in internet usage, including web-based information systems; ability to learn and adapt to new systems

General office hours are 9:00 am - 5:00 pm, Monday-Friday. Position may require some overtime as needed.  

Chicago Architecture Foundation is an Equal Opportunity Employer.