Front Office Coordinator

4 weeks ago

Hawthorne, California, United States South Bay Workforce Investment Board Full time
Job Title: Front Office Coordinator

South Bay Workforce Investment Board, 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.

Key Responsibilities:
  • 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.
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.

This is a full-time, non-exempt position with a standard workweek of 40 hours, generally with a starting hourly rate of $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.

  • Front Office Coordinator

    3 weeks ago

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

    Job SummaryWe are seeking a highly skilled and experienced Front Office Coordinator to join our team at South Bay Workforce Investment Board. The ideal candidate will have a strong background in administrative support, excellent communication skills, and the ability to work well under pressure.Key ResponsibilitiesFront Office Operations: Oversee the...

  • Office Coordinator

    4 weeks ago

    Hawthorne, California, United States Astrolab Full time

    Job OverviewAstrolab is seeking a highly organized and detail-oriented Office Coordinator to provide support to our growing team in Hawthorne, CA. The successful candidate will be self-motivated, quick-thinking, and flexible, with a strong emphasis on organization, inclusive culture building, and attention to detail.Key ResponsibilitiesWelcome and assist...

  • Medical Office Coordinator

    3 weeks ago

    Hawthorne, California, United States Providence Health & Service Full time

    Job SummaryAs a Medical Office Representative with Providence Health & Service, you will play a vital role in ensuring the smooth flow of patients through our front office. Your responsibilities will include managing patient interactions, accurately coding services rendered, and overseeing cash management. Key ResponsibilitiesManage patient flow and...

  • Front Desk Associate

    1 month ago

    Hawthorne, California, United States Marriott Full time

    Explore New Opportunities with MarriottMarriott Hotels is a global leader in hospitality, with over 6,000 properties worldwide. We're not just a hotel chain - we're a community of people who are passionate about delivering exceptional guest experiences.About the RoleWe're seeking a skilled and friendly Front Desk Agent to join our team at Marriott Hotels...

  • Healthcare Coordinator

    4 weeks ago

    Hawthorne, California, United States NAPA Center Full time

    Job SummaryWe are seeking a skilled and compassionate Patient Coordinator to join our team at NAPA Center. The ideal candidate will possess excellent communication skills, a high level of organization, and the ability to work effectively in a fast-paced environment.Key ResponsibilitiesGreet clients and visitors with a positive and helpful attitudeAssist...

  • Chief Financial Officer

    3 weeks ago

    Hawthorne, California, United States Boutique Recruiting Full time

    Chief Financial OfficerBoutique Recruiting is seeking an experienced Chief Financial Officer to lead its financial operations and strategic planning. This role encompasses financial management, including budgeting, forecasting, compliance, and reporting, with a focus on government contract proposal development and administration.Key...

  • Surgical Operations Coordinator

    3 weeks ago

    Hawthorne, California, United States Health Alliance Full time

    Job Summary:As a Surgical Coordinator at Health Alliance, you will perform various administrative tasks to support the clinical team and physicians. Your responsibilities will include scheduling patient procedures, obtaining insurance authorizations, and providing exceptional customer service. You will work closely with the team to ensure efficient and...

  • Sales Coordinator

    4 weeks ago

    Hawthorne, California, United States Lodging Dynamics Full time

    Job DescriptionAbout Lodging Dynamics: Lodging Dynamics Hospitality Group is a national hospitality management company serving the hospitality industry for over 30 years. Our mission is to elevate human dignity by providing exceptional services and opportunities to our employees, guests, and investors.As a Sales Coordinator, you will be responsible for...

  • Production Operations Coordinator

    3 weeks ago

    Hawthorne, California, United States SpaceX Full time

    SpaceX seeks a Production Operations Coordinator to support the smooth flow of components and assemblies through our production area. As a linchpin within our Starshield team, this role will serve as a liaison between various organizations to ensure timely delivery and meet stringent quality standards.Responsibilities:Monitor and track parts through the...

  • Accounting Coordinator w/QuickBooks

    3 weeks ago

    Hawthorne, California, United States AppleOne Full time

    Job DescriptionWe are seeking a highly skilled Accounting Coordinator w/QuickBooks to join our team at AppleOne. As an Accounting Coordinator w/QuickBooks, you will be responsible for assisting in full cycle Accounts Payable, processing invoices, auditing invoice accuracy, and emailing invoices to the management team. You will also be responsible for...

  • Operations Manager

    4 weeks ago

    Hawthorne, California, United States Marriott International Inc Full time

    Job SummaryAs a key member of our hotel operations team, you will be responsible for supporting the successful execution of all operations in the hotel departments, including Front Office, Business Center, Recreation/Health Club, Housekeeping, Food and Beverage/Culinary, and Engineering/Maintenance. Your primary goal will be to manage staff and ensure that...

  • Benefits Coordinator

    4 weeks ago

    Hawthorne, California, United States SpaceX Full time

    At SpaceX, we are seeking a highly skilled Benefits Analyst to join our team. As a Benefits Analyst, you will play a critical role in the design, implementation, and administration of our benefit programs, including health and welfare benefit plans, 401(k) plan, and other employee services.The ideal candidate will have a strong understanding of benefits...

  • Benefits Coordinator

    4 weeks ago

    Hawthorne, California, United States SpaceX Full time

    Job SummarySpaceX is seeking a highly skilled Benefits Analyst to join our team. As a Benefits Analyst, you will be responsible for assisting with the design, implementation, and administration of benefit programs, including health and welfare benefit plans, 401(k) plan, and other employee services.Key ResponsibilitiesAssist with the design, implementation,...

  • Customer Service Coordinator

    1 month ago

    Hawthorne, California, United States MAT Express Full time

    Job Title: Customer Service RepresentativeJob SummaryMAT Express is a leading freight transportation company seeking a customer-focused individual to join our team. As a Customer Service Representative, you will be responsible for providing exceptional service to our customers, ensuring timely and accurate delivery of their shipments.Key...

  • Bilingual Call Center Representative

    3 weeks ago

    Hawthorne, California, United States Los Angeles Center for Ear Nose Throat and Allergy Full time

    Job SummaryAs a Bilingual Call Center Representative at Los Angeles Center for Ear Nose Throat and Allergy, you will be the first point of contact for patients, providing exceptional customer service and ensuring a positive experience. Your role will involve greeting patients, answering inquiries, and verifying insurance information.Key...

  • Security Protective Operations Center Operator

    3 weeks ago

    Hawthorne, California, United States SpaceX Full time

    Job DescriptionSpaceX is seeking a highly skilled and experienced Security Protective Operations Center Operator to join our team. As a key member of our global security operations center, you will play a critical role in ensuring the safety and security of our employees, facilities, and assets.ResponsibilitiesInvestigate incidents thoroughly, coordinate...

  • Civil Engineering Design Specialist

    3 weeks ago

    Hawthorne, California, United States SpaceX Full time

    At SpaceX, we are pushing the boundaries of space technology and exploration. As a Civil Engineering Design Specialist, you will play a critical role in designing and building some of the world's most advanced manufacturing facilities.You will be responsible for overseeing the full lifecycle of projects, from cradle to grave, ensuring on-time and...

  • Administrative Assistant

    3 weeks ago

    Hawthorne, California, United States CA Sports and Spine Center Full time

    Job OverviewWe are seeking a highly organized and proactive Administrative Assistant to provide comprehensive administrative support to our President and CEO and to a limited degree to our CFO and Director of Operations.The ideal candidate will be a strategic partner skilled in managing high-level projects, prioritizing tasks, and facilitating efficient...

  • Controller

    1 month ago

    Hawthorne, California, United States ConsultNet Full time

    Job Title: ControllerConsultNet is seeking a highly skilled Controller to join our team. As a key member of our finance team, you will be responsible for maintaining the integrity and accuracy of our financial records.Key Responsibilities:Maintain reconciliation schedules for GL accounts and prepare financial statements in compliance with Generally Accepted...

  • Air Compliance Specialist

    4 weeks ago

    Hawthorne, California, United States SST Direct Full time

    Job Title: Air Compliance SpecialistAt SST Direct, we are seeking a highly skilled Air Compliance Specialist to join our team. This role is responsible for managing and maintaining air quality permits, ensuring compliance with regulations, and coordinating with personnel and regulators.Key Responsibilities:Manage and maintain air quality permits to ensure...