American Institutes for Research

Receptionist II

US-IL-Chicago
Job ID
10192
United States
Category
Facilities/Logistics/Purchasing

Overview

The American institutes for Research (AIR) is one of the largest behavioral and social science research
organizations in the world. Our overriding goal is to use the best science available to bring the most effective
ideas and approaches to enhancing everyday life. We have been helping to make a difference in the areas of
education. student assessment, individual and organization performance, health research and communications,
human development, workplace equity and statistical research methods. For us making the world a better place is
not wishful thinking. It IN the goal that drives us. We are currently seeking a Faccilities Assistant to join our
Facilities team.

Responsibilities

• Standard Receptionist functions
• Receive, direct and relay phone calls
• Monitor and forward c-fax messages
• Warmly greet staff, visitors, and clients
• Receive customer walk-up requests and create FM Help Desk tickets accordingly
• Conference Room/Guest Office Reservations
• Provide conference room and guest office reservations via EMS software
• Provide backup coverage for other locations as needed
• Provide conference services as requested
• Room reservation
• Catering orders
• Coordination with local IT and FM staff
• Display conference room schedule @ front desk, daily
• Print room activity cards for Facilities Assistant each afternoon, for the following day
• Shipping & Receiving
• Receive incoming packages (USPS, UPS, and FedEx) using the SQBX handheld device
• Create shipping labels for outgoing packages/mail
• Track items
• Contact USPS. UPS, FedEx
• Relay information to client
• Reconcile Stamps.com expenditures and send monthly reconciliation report to AP Dept.
• IWMS (Footprints/FM interact/EN1S
• Actively attend regularly scheduled CAFM Meetings
• FootPrints
• Provide backup dispatching coverage as needed
• Work closely with system administrator to identify and troubleshoot issues
• Complete all assigned tickets within SLA dates
• EMS
• Field and address all guest office and conference room reservation requests
• Provide backup for other locations as needed
• FM Interact
• Submit move tickets in order to maintain accurate floor plans
• Life Safety/Security
• Actively participate on the Emergency Response Team
• Assist regional FM in scheduling and preparing for quarterly ERT
• Maintain ERT documents
Invoicing
• Confirm goods/services delivered as billed
• Work with Purchasing and AP departments to maintain accurate records
• Ensure all invoices are being forwarded directly to the Accounts Payable Department
Other Projects as Assigned
• Report to/assist the Facilities Manager with other projects as assigned

Qualifications

• Customer Service oriented
• IWMS experience preferred
• Demonstrated critical thinking skills
• Strung written and verbal communication skills
• Keen attention to detail
• Proficient in MS Office Suite
• Ability to manage multiple projects simultaneously
• Ability to lift up to 30 lbs.
• Desire for continued learning and continuous professional development
• High School diploma or equivalent (GED) required: 2 year degree or higher preferred
• Receptionist or administrative experience a plus

*LI-SS1

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