Weekend Workplace Coordinator at Obama Foundation in Obama Presidential Center

Job description

At The Obama Foundation, our mission is to inspire, empower, and connect people to change their world. We seek to build an active democratic culture where people are equipped and motivated to make change in the communities where they live, work, and play. Right here on the South Side of Chicago, we’re building a home for this vision, a global center for change with a range of opportunities - coordinated programming, community outreach events, educational moments, and more - that invite visitors from down the block or across the globe to turn hope into action. Achieving our ambitious goals starts with an exceptional team built on our Hope to Action Values - Courage, Empathy, Integrity, Accountability, Community, Inclusivity, Pragmatism, Resilience, Imagination, and Hope. A Framework that anyone, anywhere, can use to build trust, activate participation, and expand opportunity in their community. Purpose of the Role The Obama Foundation’s Workplace Services team oversees our physical office locations and provides support to our remote staff members. Reporting to the Operations Manager and working closely with the Chicago Operations Teams, this part-time role will provide support to the Workplace Services team and will be a key point of contact for in-office requests on weekends. This role will be responsible for maintaining an organized and professional office experience, ensuring office safety procedures are followed, equipping staff with what they need to execute projects successfully, and providing weekend support in the Dock. Core Job Responsibilities Administrative Support Coordinate meeting room requests and oversee conference room set-ups. Support the team with office projects and events. Office Support Oversee office and pantry supply procurement, tracking, and stocking. Assist Office Coordinator with vendor scheduling and management. Ensure the office and break rooms are well organized, fully stocked, and free of clutter. Organize and distribute Foundation mail and packages. Staff Support Act as a primary point of contact for Chicago staff questions and concerns. Ensure that all customer support requests are properly routed and responded to within 24 hours. Dock Support Review, approve, deny, and schedule dock access requests based on operational priorities, dock availability, and policy requirements. Coordinate daily dock activity to ensure safe, orderly sequencing of deliveries, pickups, waste hauling, and OPS functions. Monitor dock conditions to ensure docks remain clear, safe, and available for scheduled activities. Maintain accurate records of dock activity, vendor compliance, incidents, and operational disruptions. Perform other duties as assigned Key Deliverables / Outcomes Complete all administrative support work/projects on time and with exceptional attention to detail. Pantry items and office supplies are easily accessible, well stocked, and ordered in a timely manner. Conference rooms are set-up with necessary supplies and staff feel that they have an efficient and accommodating work environment. Ensure the Office is well organized and clear of clutter. Support tickets are answered and/or routed in a timely manner. Minimized dock conflicts, delays, and operational disruptions. Accurate and complete dock scheduling records and vendor activity documentation. Required Qualifications 1 - 3 years of experience within reception, office management, hospitality, or customer service roles 1 - 3 years of experience with dock scheduling, management and operations Ability to lift large packages and office materials Proactive, flexible, and resourceful work ethos; ability to anticipate needs, take initiative, and remain calm and effective under pressure Strong written and verbal communication skills Excellent organizational skills; demonstrated ability to prioritize, multi-task, and follow through on short- and long-term assignments Communicates proactively and collaborates effectively with others to achieve objectives an