Job Title: Administrative Assistant / ReceptionistJob Description
The Administrative Assistant / Receptionist serves as the first point of contact for all visitors, clients, vendors, and contractors, creating a positive and professional first impression. This role manages the front desk and reception area, oversees visitor access and badging, and provides administrative support to ensure smooth front office and operations support. The position requires a polished, courteous demeanor, strong organizational skills, and the ability to handle multiple tasks in a fast-paced, professional environment.
Responsibilities
Greet and direct all visitors with enthusiasm, professionalism, and courtesy, ensuring every guest receives a very positive first impression.
Announce visitors promptly and politely to the appropriate party and ensure they are directed to the correct waiting area.
Offer snacks or beverages to guests and clients when appropriate, enhancing the overall visitor experience.
Establish and maintain strong rapport with clients, vendors, contractors, and members of the general public through professional and respectful interaction.
Adhere to all company policies and procedures, following all safety and security protocols at all times.
Maintain accurate visitor logs, track employee moves as required, and manage visitor badging processes.
Keep the reception area, reception desk, and all related spaces neat, orderly, and presentable at all times.
Manage the front desk by providing building access when required and notifying employees when a client, vendor, or job candidate has arrived.
Take responsibility for front desk and front office support operations for the assigned market, ensuring efficient and effective service.
Maintain and manage the reception roster and ensure continuous coverage of the front desk at all times.
Identify issues that impact front desk resources, propose practical solutions, and report concerns to the appropriate office leadership.
Greet, assist, and/or direct vendors and the general public while maintaining a professional, courteous, and respectful demeanor.
Ensure a positive guest and group experience through personal interaction, including attendance at functions or other interactions throughout the day.
Demonstrate flexibility to accommodate irregular and/or extended hours when needed to support events or business needs.
Schedule, organize, manage, and assist with event and meeting room reservations, including coordination of support resources such as administrative staff, brokerage coordinators, and IT.
Manage visitor badges and maintain appropriate and accurate visitor records.
Provide administrative relief and support as needed for personnel in administration, mail room, and copy/publication functions.
Assist with administrative responsibilities including ordering supplies, visually inspecting conference rooms, guest spaces, and supply closets, and addressing issues as required or requested.
Act as a liaison with property and building management to coordinate maintenance needs such as lighting, heating and cooling, and carpet cleaning.
Manage and maintain an up-to-date list of key vendor contacts, including building management, security, and engineering.
Essential Skills
Proven experience providing administrative support and front office or reception services.
Demonstrated ability to greet and direct visitors with enthusiasm, professionalism, and courtesy.
Strong administrative assistance skills, including organizing, scheduling, and managing multiple tasks.
Proficiency with Microsoft Outlook for email, calendar management, and scheduling.
Comfort with technology and systems, demonstrating a tech-savvy approach to tools and software.
Experience coordinating basic meeting and event logistics, including room reservations and support resources.
Ability to manage visitor logs, visitor badging, and building access in accordance with security protocols.
Strong communication skills with a professional, courteous, and respectful demeanor in all interactions.
Ability to adhere strictly to company policies, procedures, and safety and security protocols.
Organizational skills to keep reception and related areas neat, orderly, and well-maintained.
Additional Skills & Qualifications
Experience providing administrative support to multiple teams such as administration, mail room, or copy/publication services.
Familiarity with coordinating property or building maintenance requests and working with building management, security, and engineering teams.
Ability to identify issues impacting front desk operations and propose practical solutions.
Flexibility to work irregular and/or extended hours to support events or changing business needs.
Strong customer service orientation with the ability to create a positive guest and group experience.
Attention to detail when maintaining visitor records, reception rosters, and vendor contact lists.
Comfort working in a fast-paced, professional office environment with frequent visitor and vendor interactions.
Work Environment
This role is based in a professional office environment with a dedicated reception area and front desk. The Administrative Assistant / Receptionist works on-site, serving as the central point of contact for visitors, clients, vendors, and building personnel. The position involves frequent interaction with internal staff, external guests, and building management teams, and requires regular use of office technology, including Microsoft Outlook and other standard office systems. The workday may include managing meeting rooms, coordinating events, and supporting administrative functions across the office. The role may require flexibility to support irregular or extended hours to accommodate meetings, events, or business demands. The reception and front office areas are expected to remain clean, organized, and presentable at all times, reflecting a polished, professional atmosphere.
Job Type & Location
This is a Contract position based out of Chicago, IL.
Pay and Benefits
The pay range for this position is $21.00 - $21.00/hr.
Eligibility requirements apply to some benefits and may depend on your job classification and length of employment. Benefits are subject to change and may be subject to specific elections, plan, or program terms. If eligible, the benefits available for this temporary role may include the following: - Medical, dental & vision - Critical Illness, Accident, and Hospital - 401(k) Retirement Plan - Pre-tax and Roth post-tax contributions available - Life Insurance (Voluntary Life & AD&D for the employee and dependents) - Short and long-term disability - Health Spending Account (HSA) - Transportation benefits - Employee Assistance Program - Time Off/Leave (PTO, Vacation or Sick Leave)
Workplace Type
This is a fully onsite position in Chicago,IL.
Application Deadline
This position is anticipated to close on Jul 9, 2026.
About Aston Carter
Aston Carter provides world-class corporate talent solutions to thousands of clients across the globe. Specialized in accounting, finance, human resources, talent acquisition, procurement, supply chain and select administrative professions, we extend the capabilities of industry-leading companies. We draw on our deep recruiting expertise and expansive network to meet the evolving needs of our clients and talent community with agility and excellence. With offices across the U.S., Canada, Asia Pacific and Europe, Aston Carter serves many of the Fortune 500. We are proud to be a ClearlyRated Best of Staffing® Platinum Award winner for both client and talent service.
The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.
If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing process due to a disability, please email astoncarteraccommodation@astoncarter.com (%20astoncarteraccommodation@astoncarter.com) for other accommodation options.
San Francisco Fair Chance Ordinance: Pursuant to the San Francisco Fair Chance Ordinance, for all positions located in the city and county of San Francisco, we will consider for employment qualified applicants with arrest and conviction records.
Massachusetts Lie Detector: It is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability.
Use of Artificial Intelligence (AI): We may use Artificial Intelligence (AI) to support parts of our hiring process, including sourcing, screening, and evaluating candidates. AI helps assess applications and qualifications, but final decisions are made by our hiring team. By applying, you acknowledge and agree that your application may be reviewed using AI tools.
