IFF
Position Description
Title: Office Coordinator – Chicago Reports to: Vice President, Talent Management
Department: Talent Management
Department Function: Talent Management is responsible for the day-to- day and strategic administration of operational, administrative and human resources related functions. Talent Management partners with the organization to help create an equitable, diverse and inclusive workplace in a positive work environment for all employees, in support of the mission of the organization. The Talent
Management team is part of IFF’s Social Impact Accelerator (SIA) which is a cross-cutting team that sits at the nexus of nonprofits, communities, and IFF talent, and expertise. The SIA Group provides thought leadership and expertise to drive corporate strategy across markets and Core Business
Solutions, leads IFF’s work in comprehensive place- based solutions and special initiatives, evaluates IFF’s work for nonprofits and communities, and implements internal IFF initiatives. The Group includes Research and Evaluation, Talent Management, Development, and Vital Services. The Organization
IFF improves the strength of nonprofits and the communities they serve. As a mission-driven lender, real estate consultant, and developer, IFF helps communities thrive by creating opportunities for low-income communities and persons with disabilities. Key to our success has been a deep sense of purpose, a broad
2 perspective, and a relentless focus on achieving positive results. Across the
Midwest, we help clients from every sector, including human service agencies, health centers, schools, affordable housing developers, and grocery stores. Staff contributes its extensive business experience with an unrivaled connection to the mission of IFF and the nonprofit clients it serves.
IFF is looking for candidates with a commitment to the work it does and can demonstrate their creativity, detail-orientation, diligence, efficiency, enthusiasm, flexibility, organization, thoughtfulness, and sense of humor.
IFF’s headquarters are currently located at 333 South Wabash Avenue in the Chicago South Loop. We serve the Midwest from six regional offices: Indianapolis, IN; Detroit, MI; Kansas City, MO; St. Louis, MO; Columbus, OH; and Milwaukee, WI. Job Description
IFF is looking to hire a warm, energetic, and personable individual to support our Chicago front desk, Talent Management team, the Chicago office and occasionally for the regional offices. We are looking for a friendly, motivated individual looking to start or continue a rewarding career in customer service managing a front desk with the largest CDFI in the Midwest.
Objectives of the role: This individual will perform a variety of general administrative responsibilities for the Chicago and Regional offices. This individual will serve as a COVID Coordinator to ensure our offices and employees are adhering to all protocols relating to COVID-19.
Daily and Monthly Responsibilities
General administrative duties for the Chicago and Regional offices.
• Welcome visitors in a warm and friendly manner, and answer questions from visitors
• Responsible for serving as a COVID Coordinator for IFF
• Enters guests accurately into the visitor system
• Route incoming general phone calls in a polite and friendly manner
• Forward messages to the appropriate contact
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• Directly communicate with clients, both internal and external
• Receives, sorts and forward incoming mail. Coordinates the pick-up and delivery of express mail services.
• Copy/Scan and log checks received for the accounting department
• Act as liaison with the office of the building; place and follow up on building maintenance requests
• Take inventory of supplies, order and restock as needed in the Chicago office and for several regional offices.
• Ensure kitchen, conference rooms and printer stations are stocked for the day/week.
• Oversee office adherence to Covid protocols
• Management of desk reservation for visiting reginal staff or board members
• Keep an accurate record of COI’s (Certificate of Insurance) for third party
• vendor/supplier who require access to our Chicago office
• Collect approved invoices, track and code credit card purchases
• Maintain and manage relationships with vendors and suppliers; evaluate potential vendors and compare pricing when necessary
• Call-in service requests for kitchen equipment repairs and other office equipment as needed
• Other administrative tasks as assigned by the Talent Management Generalist
• Provide travel, calendar management and organize meeting logistics for Regional staff.
Performance Measures:
1. Creates and maintains a front desk environment where clients, guests and staff members feel welcomed and enthusiastic about IFF.
2. Able to make day-to-day decisions within the scope of work assignments and prioritize work independently.
3. Exceptional phone and voice etiquette, calls and guests directed promptly and properly.
4. High level of daily internal and external communication with IFF staff and clients, mail delivery timely, emails clear and concise, external contacts and inquiries documented. Timely follow-up and referral of any questions. 5. Successful completion of projects and reoccurring tasks according to goals
set forth for each.
4 6. Builds and maintains effective working relationships with colleagues and
obtains a high level of colleague satisfaction with respect to work performed.
7. Cultivates a culture of openness in information sharing. Encourages open communication, cooperation, and the sharing of knowledge.
8. Models personal accountability that promotes ownership and engagement. 9. Builds and maintains effective working relationships with colleagues, peers
and team members.
10. Values and supports differences in others, contributing to an inclusive work environment. Demonstrates the ability and willingness to communicate effectively with people of diverse backgrounds and experiences to create a collaborative, collegial, and caring community.
11. High level of satisfaction with both internal colleagues and external contacts.
Skills and Qualifications:
Education: High school graduate or GED required
Previous Experience: 1-2 years of customer-facing experience or relevant experience in an office or hospitality environment.
Special Knowledge & Skills:
• Demonstrated commitment to valuing diversity and contributing to an inclusive working and learning environment.
• Reasoning and Critical thinking skills - Able to apply common sense understanding to carry out simple written or oral instructions.
• Customer Service - Responds promptly to customer needs. This includes student needs assessment, meeting quality standards for services and evaluation of student satisfaction.
• Active Listening- Gives full attention to what other people are saying and takes time to understand the points being made, asking questions as appropriate, and not interrupting at inappropriate times.
• Quality - Demonstrates accuracy and thoroughness; monitors own work to ensure quality.
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• Teamwork - Balances team and individual responsibilities; contribute to a positive team spirit.
• Organizational Support - Follows company policies and procedures and completes tasks correctly and on-time.
• Attendance/Punctuality - Arrives at work/meetings on time.
• Professionalism - Treats others with respect and consideration regardless of their status or position; accepts responsibility for own actions.
Unusual Requirements: Occasional travel may be required to attend events or make purchases on behalf of the organization within the Chicagoland area.
Preferred Qualifications: Ability to work alone or in a team setting. Must be proficient in the use of Microsoft Office Suite and calendar management using Outlook. Excellent organizational and time management skills. Ability to problem- solve and basic troubleshooting skills.
Application Instructions: Please submit a cover letter, resume and salary requirements to careers@iff.org with “Office Coordinator” in the subject line. IFF values equity, diversity and inclusion as part of its mission to strengthen nonprofits and the communities they serve. IFF is an equal opportunity employer.
