Front Office Coordinator

4 weeks ago

Hawthorne, United States South Bay Workforce Investment Board Full time

Job Type

Full-time

Description

SBWIB, Inc. is seeking a highly professional Front Office Coordinator to lead and supervise our front office team, manage reception activities, and support our Executive Management Team with a variety of day-to-day administrative tasks. As the first point of contact for our administration office, the ideal candidate will have a pleasant personality, a dynamic professional attitude, and the ability to provide a warm and welcoming experience for all visitors and callers. This role requires someone who can understand and enforce policies, take initiative, and manage their time effectively with or without supervision. Strong time management, organizational skills, and the ability to juggle multiple tasks in a fast-paced environment are essential. The ideal candidate will handle stress well, operate with the highest level of professionalism and ethics, refrain from gossip, efficiently address complaints, and maintain confidentiality. Excellent communication skills, outstanding customer service, and the ability to work well with diverse groups are crucial. Ultimately, the goal is to ensure all tasks are managed efficiently, adding maximum value to the organization.

Essential Duties and Responsibilities :

Under the direction of the Executive Services Manager or designee, the Front Office Coordinator will execute various administrative functions and oversee front office operations for a one- to two-member team, including but not limited to:

Front Office:

  • Oversee the day-to-day operations of the front office to ensure a welcoming and efficient environment.
  • Supervise front office staff, including planning, directing, delegating assignments, and issuing performance evaluations as needed.
  • Act as the primary point of contact for visitors, including high-profile individuals, politicians, and dignitaries.
  • Maintain a polished and courteous demeanor while providing exceptional front desk support, managing phone calls, scheduling appointments, and greeting visitors.
  • Ensure staff are informed about organizational operations and all duties are performed with professionalism and excellent customer service.
  • Address queries and resolve customer complaints or issues in a timely manner.
  • Oversee/delegate administrative tasks such as maintaining files and records with an effective filing system.
  • Oversee the maintenance of office equipment and inventory control for reception and break areas.
  • Oversee the receiving, sorting, and distributing of all mail and deliveries.
  • Coordinate the purchasing, ordering, and maintaining of office supplies as needed.
Administrative Support:
  • Assist with the planning, organizing, and execution of company events, including social gatherings and annual meetings, including coordinating with vendors, venues, and internal teams to ensure seamless event execution.
  • Collaborate with the social committee to develop event themes, schedules, and logistics.
  • Organize and oversee Admin conference rooms, ensuring cleanliness and proper functioning of equipment.
  • Coordinate meeting schedules, including running errands and shopping for meetings/events, book Admin conference rooms, and arrange catering when applicable.
  • Process bills and invoices related to orders/requests, and review and collect petty cash request forms for approval.
  • Liaise with facility management vendors, including cleaning, catering, and security services as needed.
  • Coordinate employee and Board member travel arrangements for meetings, trainings, and conferences.
  • Oversee and coordinate the usage and maintenance of company vehicles.
  • Ensure all rental properties maintain a clean and professional appearance and communicate with building management as needed for maintenance.
  • Assist with safety coordination, including emergency evacuations and policy enforcement.
  • Stay abreast of staff movements within the organization, visitor access, and security awareness.
  • Collect and review employee timesheets for accuracy and completeness, ensuring timely submissions to the payroll department. Follow up with employees or supervisors regarding any discrepancies or missing timesheets.
  • Assist with initiating and processing background checks for new participants, verifying and reviewing background check results, escalating any concerns to HR.
Additional Responsibilities:
  • Provide general administrative and clerical support to other teams.
  • Perform other duties as assigned or as needed by the company.
Requirements
  • **Associate's Degree in Business Administration or a relevant field from an accredited college or university.
  • **At least five (5) years of experience in an administrative or executive support role, including managing schedules, handling correspondence, making travel arrangements, and maintaining office systems.
  • Solid understanding of administrative procedures and policy compliance with an ability to assist with compliance enforcement.
  • Proven experience as a team leader or supervisor with a strong understanding of performance management.
  • Excellent customer service, communication, and organizational skills.
  • Strong interpersonal skills with the ability to work collaboratively and effectively with diverse groups and foster and maintain positive working relationships.
  • Respect for the rights and confidentiality of others, with the ability to exercise discretion and integrity.
  • Strong critical thinking, problem-solving, and decision-making abilities, especially under pressure.
  • Dependability, punctuality, and professionalism are essential.
  • Attention to detail and accuracy, with a creative mindset for process improvement.
  • Proficiency in MS Outlook, MS Office (particularly Excel and Word), and familiarity with office equipment (e.g., fax machines, printers).
  • Experience in or ability to coordinate event planning, including social committees and annual company gatherings is a plus.
  • Reliable transportation, a valid California Driver's License, and insurance.
  • Ability to successfully pass background and reference checks and adhere to all company safety protocols.
** Or an equivalent combination of education, training, and relevant experience sufficient to effectively perform the essential duties of the assigned job (experience may substitute education on a year-for-year basis).

Working Conditions
  • Applying for this position signifies an acknowledgment and acceptance of the duties in light of potential exposure related to COVID-19, as interaction with multiple team members may occasionally be required. Performing duties may entail wearing protective equipment (e.g., mask, gloves) and adhering to protective measures mandated by the Company, City, County, State, and/or Federal Authorities in response to current states of emergencies (e.g., pandemics) or the functions of this position, as deemed necessary. Note: Measures may be subject to change based on current safety concerns.
  • Employees may also be required to spend the majority of the day engaging in activities such as walking, standing, and sitting at a desk, with occasional lifting and bending. Excellent time management skills are essential, along with the ability to work well under stress and meet deadlines.
  • Additionally, travel to other locations for trainings, conferences, and/or meetings within or outside our local area, and occasionally statewide, may be necessary. Reliable transportation, a valid driver's license, and proof of insurance are mandatory

Salary & Benefits

This is a full-time, non-exempt position with a standard workweek of 40 hours, generally with a starting hourly rate of $26.81 - $29.28 per hour, commensurate with experience. Our Company offers a comprehensive employee benefits package, which includes 75% health reimbursement (employee only) for eligible employees; sick and vacation time; holidays, and a competitive 401k plan. Eligibility for Public Service Loan Forgiveness (PSLF). Employees are eligible to enroll in the company's health benefits package after completing the 60-90-day employment introductory period.

This job description aims to provide essential information about the position's scope and is not exhaustive regarding experience, skills, efforts, duties, responsibilities, or working conditions associated with the role. Management retains the sole right to add, modify, or exclude any essential or non-essential requirement at any time, with or without prior notice. Completion of any job requirement by the employee does not create a contract of employment of any kind.

Salary Description

$26.81 - $29.28 per hour

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