Front Desk Specialist

About New MomsAt New Moms, we’re on a mission to empower young moms and their families to thrive and build brighter futures. Through innovative housing, job training, and family support programs, we serve hundreds of families each year across Chicagoland.

Location: Main Office - New Moms 5317 W Chicago Ave.

Schedule: 20 hours/week | Part-Time

Shift: M-F 1pm-5pm (primary shift; could change based on special coverage needs)

Hourly Wage: $19/hour

About the Role

The Front Office Specialist is the organizational ambassador and first point of connection for our residents, guests, and stakeholders. The person in this role is an important contributor to New Moms’ organizational culture, service excellence, and operational workflow. The Front Office Specialist approaches the work with a systems-thinking mindset, identifying efficiencies and building partnerships that strengthen daily operations. By creating an environment of trust, respect, and collaboration, this position ensures that everyone entering New Moms feels welcomed and supported. This is an in-person role based at our primary office in the Austin neighborhood of Chicago.

What a Day Might Look Like

You arrive at our building in Austin, open the front office, and prepare the front desk area for visitors. Throughout the day, you warmly greet residents returning home, direct visitors to meetings with staff, and answer phone calls from community members seeking information about New Moms. You respond to emails, organize mail and packages for the building, and support staff with administrative projects. At all times, you’ll assure that the safety of the building is maintained, reporting incidents as necessary.

Key Responsibilities

• Act as a guest services professional, welcoming residents, directing visitors, and navigating resource inquiries.
• Oversee front desk operations with attention to detail, discretion, and confidentiality in all interactions. For example handling inbound communications with a blend of courtesy, accuracy, and in some cases urgency.
• Manage phone calls, emails, and visitor sign-ins, ensuring accurate logs and timely responses.
• Provide information and community referrals to callers and guests.
• Support building safety protocols, emergency procedures, and daily opening/closing tasks.
• Keep the front desk and lobby clean, organized, and welcoming.
• Support supervisor in recruiting, training, and staffing of front desk volunteers for weekday shifts, Monday through Friday, between 9a.m. and 5p.m.
• Assist with mail, supply inventory, and clerical tasks (copying, scanning, faxing, laminating).
• Uplift our institutional values and operate within a trauma-informed framework.
• Collaborate with HR/Operations team members on projects and events.
• Uphold confidentiality, organizational values, and trauma-informed practices.

You’ll Thrive in This Role If You Are:

• A people person who enjoys greeting and helping others.
• Calm under pressure, able to de-escalate situations with care and professionalism.
• Organized and detail-oriented, keeping records, logs, and tasks up to date.
• A strong communicator, comfortable on the phone, in person, and over email.
• Team-oriented, willing to pitch in with administrative projects.
• Mission-driven, excited to contribute to New Moms’ supportive community.
• Flexible and a natural problem-solver who can adapt to changing needs throughout the day

Qualifications

• High School Diploma or equivalent required.
• At least 1 year of receptionist, administrative, or customer service experience.
• Clerical experience in a nonprofit setting preferred.
• Advanced communication and interpersonal skills.
• Proficiency with Microsoft Word/Excel; experience with Google Workspace and Slack preferred.
• Ability to multitask and maintain professionalism under pressure.
• Bilingual in Spanish is a plus.
• Reliable transportation (car or public transit).

Work Environment: Must be able to sit/stand for up to 4 hours and lift up to 30–40

lbs (or perform with reasonable accommodation). Noise and temperature in the environment may vary.

Benefits & Perks: We care about the well-being of our team and are proud to offer a

comprehensive and competitive benefits package, including:

• Generous paid time off, as well as 15 paid holidays and close at 1pm on Fridays during the Summer
• 403b retirement plan with employer match
• Pre-tax transportation benefits
• Professional development support
• Discounts on Bright Endeavors products
• Free spiritual direction services