Front Office Operations Specialist

childrensinstitute; Lawndale (CA); On-site; USD 40,000 - 56,000; Full time

Job summary

childrensinstitute seeks an Administrative Specialist to greet visitors and staff, manage phones and appointments, and track service and maintenance requests. The role supports front desk operations and site coordination to ensure a welcoming, safe environment across multiple sites.

Responsibilities include coordinating calendars, assisting with reports and training materials, and providing back-up support for front desk activities while maintaining confidentiality and PHI protections.

Qualifications

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

Responsibilities

• Greets visitors, clients, callers, and staff in a friendly, professional 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 and coordination.
• Assists with front desk projects, documentation, reports, and training materials.
• Provides coverage for front desk, supports room reservations and visitor assistance.

Skills

1 year administrative experience

1-2 years maintenance/operations

Bilingual Spanish/English

Customer service

Verbal communication

Written communication

Education

High school diploma or GED

Job description

The Administrative Specialist serves as the first point of contact for visitors, clients, callers, and staff while supporting daily facility operations. This position provides front desk reception, administrative support, basic maintenance assistance, service request tracking, safety monitoring, and site operations coordination to help maintain a welcoming, safe, and organized environment.

SUMMARY

The Administrative Specialist serves as the first point of contact for visitors, clients, callers, and staff while supporting daily facility operations. This position provides front desk reception, administrative support, basic maintenance assistance, service request tracking, safety monitoring, and site operations coordination to help maintain a welcoming, safe, and organized environment.

ESSENTIAL DUTIES

• 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. Any issues identified would be reported to the Lead Operations Manager or appropriate team and followed up on as needed.
• 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.

ADDITIONAL DUTIES

• Other duties and special projects as assigned.

SUPERVISORY RESPONSIBILITIES

This job has no supervisory responsibilities.

QUALIFICATIONS

EDUCATION & EXPERIENCE

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

OTHER QUALIFICATIONS

• Punctual and dependable attendance
• Spanish/English bilingual required.
• Possesses a valid driver's license and state-required auto insurance or reliable access to transportation, depending on business needs.
• Required to travel between sites as needed, potentially 25% to 50% of the time.
• General working knowledge of electrical, plumbing, mechanical, painting, and heating and cooling systems, including basic troubleshooting.
• Working knowledge of maintenance and Operations in a multi‑building office environment, including applicable building codes and safety regulations.
• Ability to prioritize multiple responsibilities, work independently, and follow through on assigned tasks.
• Ability to maintain high standards for quality, efficiency, customer service, and workplace safety.
• Strong interpersonal, customer service, verbal, and written communication skills.
• Ability to handle confidential information and maintain patient privacy, including the protection of PHI.
• Participates in performance and quality improvement activities according to designated responsibilities.
• Demonstrates sensitivity to the service population's cultural and socioeconomic characteristics.
• Availability to accept on‑call assignments as scheduled.
• Free from alcohol and drug abuse.
• Understands CII's basic philosophy and