Front Desk & Facilities Operations Specialist

Children's Institute; Long Beach (CA); On-site; USD 27,000 - 31,000; Full time

Benefits offered by this job

Paid PTO

Holiday pay

Medical insurance

Dental insurance

Vision insurance

403b retirement plan

Tuition reimbursement

Public Service Loan Forgiveness

FSA/HSA

Life and AD&D insurance

Growth opportunities

Professional development

Team building events

Job summary

Children's Institute is seeking an Administrative Specialist to be the first point of contact for visitors and staff, providing front desk reception and administrative support across daily facility operations.

The role requires basic maintenance coordination, service request tracking, safety monitoring, and collaboration with the operations team to maintain a welcoming and secure environment. Bilingual Spanish/English is required.

Qualifications

• 1 year of administrative experience.
• 1-2 years of General Maintenance/Operations experience.
• High school diploma or GED required.

Responsibilities

• Greets visitors, clients, callers, and staff in a friendly, professional, and helpful manner.
• Answers phones, routes calls, and directs clients and visitors to appropriate personnel.
• Tracks administrative logs, service requests, maintenance requests, packages, parking reservations, and related records.
• Creates the weekly site calendar and assists with appointments, psychiatric calls, and related coordination.
• Assists the Administrative Supervisor with front desk-related projects, documentation, reports, training materials, and other operational needs as assigned.
• Serves as a secondary resource for the front desk team by assisting with questions, coverage needs, room reservations, visitor support, and other front desk functions when the Administrative Supervisor is unavailable.
• Regularly walking through the building and surrounding areas to identify concerns such as damaged furniture, lighting issues, plumbing problems, broken fixtures, equipment concerns, trip hazards, cleanliness issues, or other potential safety concerns.
• Coordinates with the Lead Operations Manager to support maintenance activities, complete minor repairs, building systems, fixtures, furniture, equipment, grounds, and site projects.
• Assists with tracking and following up on maintenance requests and operational needs, communicating issues to appropriate Operations or Facilities staff, coordinating vendor and contractor access, monitoring the status of open requests, and helping ensure projects are completed efficiently with minimal disruption to staff and services.
• Promotes a “One CII” culture by collaborating across departments, programs, and sites to support shared goals, strengthen teamwork, and ensure a consistent, organization-wide approach to service.
• Troubleshoots operational issues, discusses concerns with supervisor, and provides status updates as needed.
• Maintains materials and supplies inventories and orders additional supplies as needed.
• Reports safety or building code compliance concerns and supports a safe environment for staff, clients, and visitors.
• Responds promptly and positively to requests for assistance from staff.

Skills

Spanish/English bilingual

Windows operations

Word

Excel

Email

Education

High school diploma or GED

Tools

Computer Aided Facility Management systems

Job description

Children's Institute is seeking an Administrative Specialist to be the first point of contact for visitors and staff, providing front desk reception and administrative support across daily facility operations.

The role requires basic maintenance coordination, service request tracking, safety monitoring, and collaboration with the operations team to maintain a welcoming and secure environment. Bilingual Spanish/English is required.