Front Office Operations Specialist

Children's Institute, Inc.; Lawndale (CA); On-site; USD 26,000 - 30,000; Full time

Benefits offered by this job

Generous PTO

10 paid holidays

Medical Insurance

Dental Insurance

Vision Insurance

403b Retirement Plan

Tuition Reimbursement

Public Service Loan Forgiveness

FSA / HSA

Life & AD&D Insurance

Voluntary Insurance

Professional Development

Team Building & Events

Job summary

Children's Institute, Inc. is seeking an Administrative Specialist to serve as the first point of contact for visitors, clients, callers, and staff while supporting daily facility operations.

You will provide front desk reception, administrative support, minor maintenance assistance, and site coordination to maintain a welcoming and safe environment. The role involves coordinating with the Administrative Supervisor, maintaining logs, and assisting with reports, training materials, and special

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-related projects, documentation, reports, and training materials.

Skills

Bilingual Spanish/English

Customer service

Communication skills

Organizational skills

Education

High school diploma or GED

Tools

Windows

Microsoft Word

Microsoft Excel

Email

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.DUTIESSUMMARYThe 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 DUTIESTo perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.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 DUTIESOther duties and special projects as assigned.SUPERVISORY RESPONSIBILITIESThis job has no supervisory responsibilities.QUALIFICATIONSEDUCATION & EXPERIENCE1 year of administrative experience1-2 years of General Maintenance/Operations experience.High school diploma or general education degree (GED) required.OTHER QUALIFICATIONSPunctual and dependable attendanceSpanish/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 participates fully in carrying out its mission.CERTIFICATES, LICENSES, REGISTRATIONSNone required.COMPUTER SKILLSMust have basic knowledge of computer programs in a Windows environment, including Word, Excel and E-mail.Computer Aided Facility Management systemsPHYSICAL DEMANDSThe physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Time Spent [None, -1/3, 1/3 - 2/3, 2/3+]Stand: 1/3 - 2/3Walk: 2/3 +Sit: 1/3Reach with hands and arms: 2/3+Use hands to finger, handle, or feel: 2/3+Climb or balance: -1/3Bend, kneel, crouch, or crawl: 1/3 - 2/3Talk or hear: 2/3+Taste or smell: -1/3Carry, push or pull: -1/3Lifts Weights or Exerts ForceUp to 10 pounds: -1/3Up to 25 pounds: -1/3Up to 50 pounds: NoneUp to 100 pounds: NoneMore than 100 pounds: NoneVISION REQUIREMENTSNo special vision requirements.WORK ENVIRONMENTThe physical, mental & environmental conditions in which the work is performed. The work environment characteristics described are representative of those an employee encounters while performing the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Time Spent [None, -1/3, 1/3 - 2/3, 2/3+]Environmental variables that may be indicated as applicable to the position:Working near mechanical parts: 1/3 - 2/3Work in high, precarious places: -1/3Fumes or airborne particles: -1/3Toxic or caustic chemicals: -1/3Outdoor weather conditions: -1/3Extreme cold (non-weather): -1/3Extreme heat (non-weather): -1/3Risk of electrical shock: -1/3NOISE LEVELLoud noiseREQUIRED TRAININGNew Hire OrientationAB-1343: Sexual Harassment Prevention trainingMandated ReporterTimekeeping & AttendanceCPR/First Aid TrainingCOMPENSATION:$19.47 USD - $22.85 USDIn accordance with California law, the expected pay range for this position is included in this posting. The actual compensation will be determined based on factors permitted by law. New hires will be offered a salary at the starting point of the range to maintain internal inequity and allow opportunity for future salary growth. CII salaries are determined based on comprehensive internal and external market analysis, as well as the skills, education, and experience relevant to each position.BENEFITS:Generous paid PTO, plus 10 paid holidays and CII is closed between Christmas and New YearExcellent medical, dental, and vision insurance for eligible employees and qualified dependents403b Retirement Plan with employer contribution for eligible employeesUp to $4,500 in tuition reimbursement per calendar yearEligible for the Public Service Loan Forgiveness programFlexible Spending Account (FSA) & Health Savings Account (HSA)Employer paid Life and AD&D InsuranceVoluntary Supplemental InsuranceOpportunity for growth & advancementProfessional development & continued trainingTeam building & bonding through company sponsored events & activitiesCONTINGENCIES:Influenza immunization or declinationCOVID-19, MMR and Tdap immunizationsEducation verificationReference checkBackground fingerprint clearance (FBI, DOJ, CACI) conducted by the California Department of Social ServicesDrug and alcohol screeningTuberculosis screening