Front Office Coordinator

Talentify; Santa Monica (CA); On-site; USD 62,000 - 73,000; Full time

Job summary

Pacifica Christian High School is seeking a Front Office Coordinator to serve as the face and operational hub of the campus, delivering warm hospitality to students, families, faculty, donors, vendors, and guests who enter the school.

You will develop efficient systems, manage student records and attendance, and support health and safety protocols while collaborating with staff to maintain a welcoming, organized campus environment.

Qualifications

• Model mature Christian faith, judgment, and character.
• Represent the school professionally to students, families, faculty, and external stakeholders.
• Maintain strict confidentiality regarding student, employee, and family information.
• Engage in ongoing professional development and goal-setting aligned with school initiatives.
• Collaborate effectively with staff and leadership, contributing to a positive workplace culture.
• Operate in alignment with the school’s community behavior and moral standards.

Responsibilities

• Oversee the daily operations of the front office.
• Ensure the front office reflects excellence in organization, hospitality, and professionalism.
• Coordinate daily front office staffing and coverage.
• Welcome and assist all campus visitors while maintaining school security protocols.
• Serve as the primary resource for front office procedures and operations.
• Create an exceptional first impression for all visitors.
• Oversee reception area presentation and organization.
• Manage daily staff kitchen organization and hospitality resources.
• Develop and maintain SOPs for attendance, visitor management, student records, and front office operations.
• Manage incoming mail, deliveries, shipping, and distribution.
• Maintain office supply inventory and purchasing.
• Monitor office-related budgets.
• Coordinate relationships with vendors and service providers.
• Oversee student attendance systems and reporting.
• Ensure accurate student records and vaccination documentation.
• Maintain confidential student files and records.
• Implement record-retention and data-protection systems.
• Coordinate parent communication related to attendance and student records.
• Facilitate student arrivals and departures during school day, including pick-up at non-dismissal times.
• Monitor medication documentation, campus medical supplies, and emergency kits.
• Support campus emergency preparedness procedures.
• Administer employee parking assignments.
• Coordinate facility-related front office needs with Operations Team.

Job description

Front Office Coordinator

Description: The Front Office Coordinator serves as the face and operational hub of Pacifica Christian High School. This individual creates an exceptional first impression for every student, parent, faculty member, prospective family, donor, vendor, and guest who enters campus. The guest services aspect of the role communicates Pacifica’s commitment to warm, authentic, and professional hospitality.

The Front Office Coordinator develops efficient systems, coordinates administrative services, manages student records and attendance processes, supports health and safety protocols, and provides outstanding customer service to the entire school community. This position plays a critical role in creating an organized, welcoming, and highly effective campus environment.

Classification: Full-Time, Nonexempt Hourly

Reports to: Director of Business Operations

Essential Expectations

• Model mature Christian faith, judgment, and character.
• Demonstrate enthusiasm for the school’s mission, values, and strategic objectives.
• Represent the school professionally to students, families, faculty, and external stakeholders.
• Uphold professional standards in communication, presentation, punctuality, and discretion.
• Maintain strict confidentiality regarding student, employee, and family information.
• Engage in ongoing professional development and goal-setting aligned with school initiatives.
• Collaborate effectively with staff and leadership, contributing to a positive workplace culture.
• Operate in alignment with the school’s community behavior and moral standards.

Core Responsibilities

Front Office Leadership

• Oversee the daily operations of the school's front office.
• Ensure the front office consistently reflects excellence in organization, hospitality, and professionalism.
• Coordinate daily front office staffing and coverage.
• Welcome and assist all campus visitors while maintaining school security protocols.
• Serve as the primary resource for front office procedures and operations.

Guest Experience & Hospitality

• Create an exceptional first impression for all visitors.
• Ensure all parents, students, faculty, prospective families, vendors, and guests receive outstanding service.
• Oversee the reception area's presentation and organization.
• Manage daily staff kitchen organization and hospitality resources.

Office Operations

• Develop and maintain standard operating procedures (SOPs) for attendance, visitor management, student records, and front office operations.
• Manage incoming mail, deliveries, shipping, and distribution.
• Maintain office supply inventory and purchasing.
• Monitor office-related budgets.
• Coordinate relationships with vendors and service providers.

Student Services

• Oversee student attendance systems and reporting.
• Ensure accurate student records and vaccination documentation.
• Maintain confidential student files and records.
• Implement record-retention and data-protection systems.
• Coordinate parent communication related to attendance and student records.
• Facilitate student arrivals and departures during the school day, retrieving students from the classroom when parents arrive to pick them up at non-dismissal times.

Health & Safety

• Monitor medication documentation through the MyPacifica Nurse Portal.
• Maintain campus medical supplies.
• Prepare emergency medical kits for off-campus activities.
• Support campus emergency preparedness procedures.

Campus Operations

• Administer employee parking assignments.
• Coordinate facility-related front office needs with the Operations Team.
• Assist with campus logistics that support daily school operations.

Donor Support

• Assist the development department with logging of incoming gifts.
• Assist the development department with donor-related recognition gifts

In Christo Program Administration

• Oversee the annual InChristo application process.
• Communicate proactively with participating students and families.
• Serve as the primary liaison between Pacifica and InChristo.
• Ensure all documentation is completed accurately and on schedule.

The Front Office Coordinator performs all responsibilities on campus. This position is not eligible for remote work or work-from-home arrangements. Work must not be taken home.

Success in this position is measured not simply by completing administrative tasks, but by creating a front office that is organized, welcoming, efficient, and deeply hospitable. Students, parents, faculty, prospective families, and guests should consistently experience warmth, professionalism, responsiveness, and excellence from the moment they arrive on campus.

This individual helps ensure that visitors experience Pacifica's mission long before they step into a classroom.

Pay, Schedule, Hours, and Leave

Compensation: $30-$35 per hour.

Schedule: Monday through Friday, 7:30 a.m.–4:00 p.m., including a 30-minute unpaid, duty-free meal period from 12:00 p.m. to 12:30 pm. The position also receives 2 paid 10-minute rest periods.

Overtime: This position is eligible for overtime compensation under California law. Overtime requires advance supervisory approval; Pacifica will compensate all hours worked as required by law.

Time Off: 8 paid sick days; 2 paid personal days; 14 paid holidays; 5 paid leave days in July. 3 days unpaid leave at Thanksgiving. 1 week of unpaid leave at Christmas. 1 week of unpaid leave at Easter.

Approved Federal Holidays:

Christmas Eve & Day (2 Days), Columbus Day (1 Day), Easter Sunday Observed (1 Day), Good Friday (1 Day), Independence Day (1 Day), Labor Day (1 Day), Martin Luther King Jr. Day (1 Day), Memorial Day (1 Day), New Year’s Day (1 Day), President’s Day (1 Day), Thanksgiving Day & Friday (2 Days), Veterans Day (1 Day)