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Front Office Customer Service Representative

Mayo Aviation

Wheeling, IL

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JOB DETAILS
SKILLS
Administrative Skills, Automotive Repair and Maintenance, Aviation Industry, Billing, Calendar Management, Car Rentals, Catering Services, Communication Skills, Condominiums, Conference Management, Contract Management, Corporate Policies, Customer Relations, Customer Retention/Renewal, Customer Support/Service, Data Entry, Detail Oriented, Establish Priorities, Facilities Management, File Maintenance, Health Plan, High School Diploma, Hospital, Hotel Management, Hotel Reservation, Housekeeping/Cleaning, Insurance, Insurance Documentation, Interpersonal Skills, Leadership, Legal, Lift/Move 40 Pounds, Logistics, Mail Processing, Microsoft Excel, Microsoft Office, Microsoft Outlook, Microsoft Word, Multitasking, Office Equipment, Organizational Development/Management, Organizational Skills, Plan Meetings, Preferred Provider Organization (PPO), Presentation/Verbal Skills, Problem Solving Skills, Recreation, Sales Management, Schedule Development, Security Monitoring, Security Protocols, Telephone Skills, Time Management, USPS (United States Post Office), Vendor/Supplier Management, Vendor/Supplier Planning, Writing Skills
LOCATION
Wheeling, IL
POSTED
Today
Job Title: Front Office Customer Service Representative

Location: Wheeling, IL (PWK)

About George J. Priester Aviation

George J. Priester Aviation is a premier aviation services company providing comprehensive aircraft management, charter, maintenance, and flight operations solutions. With decades of experience supporting owner-managed and client-focused flight departments, we are known for our commitment to safety, professionalism, and white-glove service.

Our team operates in a dynamic Part 135 and Part 91 environment, supporting diverse aircraft types and mission profiles across the U.S. and internationally. At George J. Priester Aviation, we value integrity, collaboration, and accountability and we take pride in building long-term careers within aviation.

Position Summary:

The Front Office/Customer Service Representative serves as the first point of contact for GJP, delivering a professional, welcoming, and polished experience to guests, passengers, vendors, and employees. This role is responsible for coordinating inbound and outbound shipping, managing guest check-in and badge distribution, and maintaining the appearance and organization of the reception area, common spaces, and recreation area. In addition, this position provides administrative support for company events and coordinates use of the company condo, including scheduling and guest support. While GJP supports hybrid work arrangements in many roles across the company, this position is full-time onsite given its central role in front-office operations and in-person guest support. This role also requires availability and flexibility to work around holiday travel, particularly during peak periods when passenger movements increase and additional front-office support is needed. Success in this role requires exceptional customer service skills, strong organizational abilities, attention to detail, discretion, and the ability to manage multiple priorities in a fast-paced environment.

Essential Duties and Responsibilities:

Front Desk / Reception
  • Greet all guests, passengers, vendors, and employees in a warm, professional, and welcoming manner, ensuring a positive first impression of GJP.
  • Manage guest check-in procedures, including verifying identification, issuing visitor badges, and notifying appropriate personnel of arrivals.
  • Answer, screen, and direct incoming phone calls, taking accurate messages and providing general information as needed.
  • Consolidate and distribute the weekly leadership schedule.
  • Track company car keys and maintain the usage log.
  • Oversee day-to-day operations of the mail room, including receiving, sorting, logging, and distributing incoming mail and packages to the appropriate recipients in a timely manner.
  • Coordinate outbound shipping with carriers such as USPS, UPS, FedEx, and DHL, including preparing packages, generating labels, tracking shipments, and reconciling shipping invoices.
Office Coordination / Facilities
  • Maintain the cleanliness, organization, and overall presentation of the reception area, lobby, conference rooms, and other common areas throughout the day.
  • Monitor and stock supplies for the recreation area and kitchen, ensuring areas remain clean, organized, and fully stocked for employee and guest use.
  • Manage daily catering deliveries, including receipt of orders and placement in the refrigerator.
Events / Meetings / Hospitality
  • Provide support for company events, including logistical coordination, catering arrangements, room setup and breakdown, vendor communication, and on-site event assistance.
  • Coordinate employee engagement items, including birthdays, gifts, flowers, and team lunches.
  • Manage office decorations and seasonal setup throughout the year.
  • Provide additional support during peak holiday travel periods when PWK passenger movements occur, coordinating with Rustin to assist with passenger arrivals and departures, catering, limos, and related logistics. Availability during these peak periods is an essential function of the role.
Administrative Support
  • Schedule and coordinate meeting rooms, ensuring availability and proper setup.
  • Assist with client and vendor meeting scheduling, including coordination of Fishbowl reservations.
  • Provide general administrative support to the Administration team, including data entry, filing, scanning, and other clerical tasks as assigned.
Company Condo
  • Manage scheduling and coordination of the company condo, including maintaining the reservation calendar, communicating with guests, coordinating check-in and check-out procedures, and arranging cleaning and turnover between stays.
  • Provide attentive support to condo guests, including responding to questions, resolving issues, and ensuring a comfortable and positive experience.
Miscellaneous / Ongoing Tasks
  • Enter and submit ramp receipts.
  • Coordinate conference registrations and hotel bookings for employees as needed.
  • Manage local hotel coordination and negotiated rate management.
  • Distribute certificates of insurance to clients, vendors, and partners as requested.
  • Maintain contract file storage and management references for easy retrieval.
  • Administer memberships, renewals, and account management for services and organizations such as DocuSign, NATA, and NBAA.
  • Coordinate rental car arrangements and manage related vendor accounts.
  • Maintain accurate logs and records for mail, shipments, visitor sign-ins, badge distribution, condo reservations, and other tracked items.
  • Enforce visitor and security protocols, monitoring lobby traffic and reporting any suspicious or unauthorized activity to appropriate personnel.
  • Perform other duties and special projects as assigned.
Required or Preferred Qualifications:
  • High school diploma or equivalent required.
  • One or more years of experience in a front desk, customer service, hospitality, or administrative support role preferred.
  • Exceptional customer service and interpersonal skills, with a professional, friendly, and polished demeanor.
  • Strong organizational skills with demonstrated ability to multitask, prioritize, and manage competing demands.
  • Excellent written and verbal communication skills.
  • Proficiency in Microsoft Office Suite (Word, Excel, Outlook, Teams) and comfort learning new software, scheduling platforms, and office equipment.
  • High level of discretion and ability to handle confidential and sensitive information with integrity.
  • Ability to work independently, take initiative, and anticipate the needs of guests and team members.
  • Physical ability to lift and carry packages up to 40 pounds, stand and move throughout the facility for extended periods, and perform light physical tasks associated with mail handling and area upkeep.
  • Reliable, punctual, and consistent attendance required.
This is a non-exempt position which requires flexibility to meet the demands of business.

Compensation & Benefits

George J. Priester Aviation offers a competitive total rewards package designed to support the health, financial security, and well-being of our team members, including:

Health & Wellness
  • Medical coverage (PPO and High Deductible plans) through Blue Cross Blue Shield
  • Dental and vision coverage
  • Company-paid short-term and long-term disability insurance
  • Company-paid basic life and AD&D insurance, with optional supplemental coverage
  • Voluntary accident, critical illness, and hospital indemnity plans
Financial & Retirement
  • 401(k) retirement plan with company match
  • Annual company-funded profit-sharing contribution
  • Health Savings Account (HSA), Flexible Spending Accounts (FSA), and Dependent Care FSA options
Time Off & Work-Life Balance
  • Paid company holidays
  • Unlimited Paid Time Off (PTO), subject to scheduling guidelines
  • Sick leave in accordance with company policy
Additional Benefits
  • Tuition reimbursement program
  • Company-paid legal services and identity theft protection
  • Company-paid pet insurance for dogs or cats
  • Employee assistance and support resources

Benefits eligibility and offerings may vary based on role, employment type, and client program.

Work Environment

This position operates in a fast-paced aviation environment that may include travel, variable schedules, and close coordination with flight crews, maintenance teams, and client representatives.

Equal Opportunity Employer

George J. Priester Aviation is an Equal Opportunity Employer and is committed to fostering an inclusive workplace. We do not discriminate based on race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, veteran status, or any other protected status.

How to Apply:

If you are ready to take your career to the next level and meet the qualifications for this role, we invite you to apply. Please submit your resume detailing your experience and why you are an excellent fit for this position.

About the Company

M

Mayo Aviation

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