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Front Office Coordinator

2 months ago

Hawthorne, California, United States South Bay Workforce Investment Board Full time
Job Summary

We are 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.

Key Responsibilities
  • Front Office Operations:
    • 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.