Front Office Admin & Scheduling Specialist

Ultimate Staffing Services; Upland (CA); On-site; USD 42,000 - 60,000; Full time

Job summary

Ultimate Staffing Services currently seeks an Administrative Assistant to provide comprehensive administrative and clerical support for programs and office locations. The role includes front desk duties, scheduling, maintaining confidential records, and delivering excellent customer service to clients and staff.

Ideal candidates are highly organized, detail-oriented, professional, and committed to supporting mission-driven behavioral health and community-based services.

Qualifications

• High school diploma or GED required.
• 1–2 years of administrative, clerical, receptionist, or office support experience.
• Excellent verbal and written communication skills.
• Strong organizational, multitasking, and time management abilities.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
• Ability to handle confidential information with discretion.
• Strong customer service skills with a professional demeanor.

Responsibilities

• Greet and assist clients, families, visitors, and community partners professionally.
• Answer, screen, and direct incoming phone calls and take messages.
• Schedule appointments, meetings, trainings, and intake assessments.
• Maintain confidential client and employee records in compliance with privacy laws.
• Prepare, process, file, and distribute reports, forms, and documentation.
• Monitor office supply inventory and coordinate orders as needed.
• Support onboarding and administrative processes for new employees.
• Assist leadership with calendar management, meeting coordination, and special projects.
• Enter, update, and maintain information in electronic records and databases.
• Coordinate incoming/outgoing mail, packages, and deliveries.
• Ensure smooth day-to-day operations and a welcoming environment.
• Provide administrative support to program staff and facilitate interdepartmental communication.
• Perform additional administrative duties and special projects as assigned.

Skills

Verbal communication

Written communication

Organization

Multitasking

Time management

Customer service

Education

High School Diploma or GED

Tools

Microsoft Word

Microsoft Excel

Microsoft Outlook

Microsoft PowerPoint

Job description

Ultimate Staffing Services currently seeks an Administrative Assistant to provide comprehensive administrative and clerical support for programs and office locations. The role includes front desk duties, scheduling, maintaining confidential records, and delivering excellent customer service to clients and staff.

Ideal candidates are highly organized, detail-oriented, professional, and committed to supporting mission-driven behavioral health and community-based services.