Front Desk Coordinator

WestCoast Children's Clinic; Oakland (CA); On-site; USD 74,501,000 - 80,231,000; Full time

Benefits offered by this job

Employer-paid medical benefits

Dental and vision coverage

FSA and commuter plans

Life insurance & disability

Retirement plan options

Annual incentive (10%)

Three weeks PTO

Job summary

WestCoast Children's Clinic in Oakland, CA seeks a Front Desk Coordinator (Bilingual Spanish) to serve as the welcoming face of the clinic. You will oversee daily administrative operations, coordinate facilities and events, and support staff across clinical, finance, and training departments to ensure a smooth, secure, and welcoming environment.

The role requires at least 2 years of reception/office experience and advanced Spanish proficiency.

Qualifications

• :BA/BS preferred.
• :Spanish language proficiency required.
• Minimum 2 years reception/office administrative experience.
• Bilingual Spanish/English required for serving clients and families.

Responsibilities

• Greet clients, staff, and visitors and direct them to destinations.
• Answer and forward calls on a multi-line system; respond to inquiries.
• Handle mail, packages, deliveries, and shipping labels.
• Respond to safety and emergency issues to maintain a safe environment.
• Coordinate paycheck distribution with the finance team.
• Assist with mailing documents to partners and clients.
• Maintain organizational Google calendars across departments.
• Manage office supplies, program materials, swag, and ergonomic needs.
• Assist with events and collaborate with Facilities Manager on projects.
• Interact with staff and clients with ownership and trust.

Skills

Bilingual Spanish/English

Spanish fluency

Customer service

Multitasking

Communication skills

Attention to detail

Team collaboration

Confidentiality

MS Office

Google Workspace

Asana

Neon

Airtable

Welligent

Zoom

Education

BA/BS preferred

Tools

Asana

Neon

Airtable

Welligent

Zoom

MS Office

Google Workspace

Job description

WestCoast Children's Clinic, located in Oakland, California, is a non-profit community psychology clinic that provides mental health services to Bay Area children, youth and families. Working at WestCoast Children's Clinic means being part of an organization that is client-centered, trauma-informed, collaborative, and committed to justice and equity.

Title: Front Desk Coordinator (Bilingual Spanish)

Classification: Regular Full Time (1.0 FTE), Non-exempt (Hourly), 40 hours/week

Location: Oakland, CA / In-person

Regular Work Schedule: Monday-Friday

Compensation:

• $26.00-$28.00 per hour

We are seeking a proactive and dependable Front Desk Coordinator to serve as the primary welcoming face of the WestCoast Children's Clinic office. In this role, you will oversee daily administrative operations, coordinate facilities and events, and support staff across clinical, finance, and training departments to ensure a smooth, secure, and welcoming environment.

Key Responsibilities:

• Greet clients, staff, and visitors, directing them to their correct destinations.
• Answer and redirect incoming phone calls on a multi-line system and forward website inquiries.
• Handle incoming and outgoing mail and packages, including logging deliveries, creating shipping labels, and distributing items.
• Provide immediate responses to building safety and emergency issues, helping maintain a safe and sustainable work environment.
• Issue parking passes to new staff and coordinate paycheck distribution with the finance team.
• Assist clinical, QA, and other staff with mailing documentation and packages to outside partners and clients.
• Navigate and maintain organizational Google calendars, collaborating cross-departmentally for accuracy.
• Manage inventory, ordering, and ad-hoc requests for office supplies, program treatment materials, swag, and ergonomic needs.
• Assist the Facilities Coordinator with events and collaborate closely with the Facilities Manager on various projects.
• Interact with all staff and clients in a manner that demonstrates ownership and builds trust.

Key Qualifications:

• BA/BS preferred
• At least two (2) years of reception/office administrative experience
• Written and spoken fluency in Spanish required*

Competencies (skills, abilities and knowledge):

• Professional demeanor and client-focused customer service in high-stress, intensive clinical environments
• Excellent oral and written communication skills for clear information exchange across all levels
• Strong ability to multitask with high attention to detail, time management, and initiative
• Versatile team player who works effectively both independently and within multidisciplinary teams
• Deep awareness of race, class, and ethnicity issues with extensive experience serving diverse communities
• Creative problem-solver capable of managing complex tasks like agency-wide calendaring
• Highly reliable with strict adherence to file, document, and client confidentiality standards
• Proficient in MS Office (Excel, PowerPoint), Google Workspace, Mac OS, Asana, Neon, Airtable, Welligent, and Zoom

This is a bilingual Spanish/English position. Candidates must demonstrate advanced Spanish language proficiency in order to effectively provide services to Spanish-speaking clients and families.

Final candidates will be required to complete an ALTA Language Proficiency Test administered by WestCoast Children's Clinic and must achieve a minimum score of Level 9 (Advanced) to qualify for the position.

A Level 9 proficiency indicates the ability to:

• Participate in in-depth conversations in Spanish across a broad range of topics at a normal rate of speech
• Understand most spoken Spanish in professional and conversational contexts, using context to interpret unfamiliar slang, idioms, or complex grammar
• Communicate clearly and effectively on a wide range of subjects, even if some grammatical errors or a noticeable accent are present
• Be readily understood by native Spanish speakers without causing misunderstanding
• WestCoast Children's Clinic will provide the ALTA language assessment to eligible candidates during the hiring process.

Why work here?

• -Be part of a compassionate, driven team that is social justice-focused:We have Staff Affinity Groups such as Staff of Color, LGBTQ+, Equity and Inclusion, Health and Wellness, and more!
• -Make a difference for the Bay Area's most vulnerable populations:We serve hundreds of vulnerable kids and their families each year to create positive changes in their lives!
• -Access a growth-oriented learning community:As a Joint Commission Accredited agency, we are dedicated to providing the highest standard of care, and offer extensive clinical trainings and seminars led by field experts.

• Employer-paid Medical Benefits for Employees
  • 100% employer-paid dental and vision
  • Dependent medical, dental and vision (50% employer-paid)
• Medical and Dependent Care FSA and commuter plans
• 100% employer-paid life insurance long-term disability insurance
• Voluntary accident, term life and hospital indemnity insurance
• 403(b) and ROTH retirement plan options, employer contribution targeted at 7.5% after first year of employment
• Annual incentive compensation (10%)
• Three weeks PTO during the