Front Office Operations Specialist
Children's Institute, Inc.
Get more replies from employers
Send a job-specific resume in minutes.
Benefits offered by this job
Job summary
Children's Institute, Inc. seeks an Administrative Specialist to be the first point of contact for visitors, clients, callers and staff while supporting daily facility operations at our California sites.
The role includes front desk reception, basic administrative support, and coordination of site activities to maintain a welcoming, safe environment. The position requires 1 year of administrative experience, 1–2 years in maintenance/operations, and a bilingual Spanish/English capability.
Qualifications
- Minimum 1 year of administrative experience.
- 1–2 years of General Maintenance/Operations experience.
- High school diploma or GED required.
- Spanish/English bilingual required.
- Valid driver’s license and insurance or reliable transportation.
- Willing to travel between sites up to 50% of the time.
- Basic knowledge of electrical, plumbing, mechanical, and safety concepts.
Responsibilities
- Greets visitors, clients, callers, and staff in a friendly, professional manner.
- Answers phones, routes calls, and directs clients to staff.
- Tracks administrative logs, service requests, and related records.
- Creates weekly site calendar and assists with appointments and coordination.
- Assist with front desk projects, reports, and training materials as needed.
- Support maintenance activities and coordinate vendor access.
- Report safety or building code concerns and support a safe environment.
- Maintain materials and supplies inventories and orders as needed.
Skills
Education
Tools
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.
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.
To 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.
Other duties and special projects as assigned.
This job has no supervisory responsibilities.
- 1 year of administrative experience
- 1-2 years of General Maintenance/Operations experience.
- High school diploma or general education degree (GED) required.
- 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.
- Understand(s) CII’s basic philosophy and participates fully in carrying out its mission.
None required.
Must have basic knowledge of computer programs in a Windows environment, including Word, Excel and E‑mail. Computer Aided Facility Management systems
The 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 - 2/3 Walk: 2/3 + Sit: 1/3 Reach with hands and arms: 2/3+ Use hands to finger, handle, or feel: 2/3+ Climb or balance: -1/3 Bend, kneel, crouch, or crawl: 1/3 - 2/3 Talk or hear: 2/3+ Taste or smell: -1/3 Carry, push or pull: -1/3 Lifts Weights or Exerts Force Up to 10 pounds: -1/3 Up to 25 pounds: -1/3 Up to 50 pounds: None Up to 100 pounds: None More than 100 pounds: None
No special vision requirements.
The 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 - 2/3 Work in high, precarious places: -1/3 Fumes or airborne particles: -1/3 Toxic or caustic chemicals: -1/3 Outdoor weather conditions: -1/3 Extreme cold (non-weather): -1/3 Extreme heat (non-weather): -1/3 Risk of electrical shock: -1/3 NOISE LEVEL Loud noise
New Hire Orientation AB-1343: Sexual Harassment Prevention training Mandated Reporter Timekeeping & Attendance CPR/First Aid Training
$19.47 USD - $22.85 USD In 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.
- Generous paid PTO, plus 10 paid holidays and CII is closed between Christmas and New Year
- Excellent medical, dental, and vision insurance for eligible employees and qualified dependents
- 403b Retirement Plan with employer contribution for eligible employees
- Up to $4,500 in tuition reimbursement per calendar year
- Eligible for the Public Service Loan Forgiveness program
- Flexible Spending Account (FSA) & Health Savings Account (HSA)
- Employer paid Life and AD&D Insurance
- Voluntary Supplemental Insurance
- Opportunity for growth & advancement
- Professional development & continued training
- Team building & bonding through company sponsored events & activities
- Influenza immunization or declination
- COVID-19, MMR and Tdap immunizations
- Education verification
- Reference check
- Background fingerprint clearance (FBI, DOJ, CACI) conducted by the California Department of Social Services
- Drug and alcohol screening
- Tuberculosis screening
Children’s Institute (CII) believes that all children and families have boundless potential to achieve emotional well‑being and educational success, which build pathways to economic mobility and lifelong health. Using a whole family, two‑generation approach, CII offers education, counseling services, parenting support, convening spaces and enrichment programs in the community, at our early education centers, K-12 schools, and neighborhood hubs. Our employees value passion, partnership, innovation and equity. If meaningful work and a vibrant culture are important to you, you're in the right place. Join our team and change the world! CII promotes and fosters equity and inclusion in our workplace and in our communities. We strive to embed these values in our agency‑wide decisions and our talent practices so that we create equal opportunities for everyone.
'/%3e%3cpath%20d='M101.744%2012.4726L102.894%2016.1947L99.0021%2013.2201L101.744%2012.4726ZM105.3%208.40937H100.488L99.0026%203.59473L97.5116%208.41047L92.7%208.40385L96.5965%2011.3834L95.1055%2016.1942L99.0021%2013.2196L101.408%2011.3834L105.3%208.40992V8.40937Z'%20fill='white'/%3e%3cdefs%3e%3clinearGradient%20id='paint0_linear_5593_1381'%20x1='90'%20y1='9.44471'%20x2='99'%20y2='9.44471'%20gradientUnits='userSpaceOnUse'%3e%3cstop%20stop-color='%2300AD70'/%3e%3cstop%20offset='0.998594'%20stop-color='%2300B67A'/%3e%3cstop%20offset='1'%20stop-color='%23DCDCE6'/%3e%3c/linearGradient%3e%3c/defs%3e%3c/svg%3e){kind=small}
