Office Coordinator

Confidential Search; Pasadena (CA); On-site; USD 25,000 - 39,000; Part time

Job summary

Confidential Search in Pasadena is seeking a part-time Office Coordinator to be the welcoming face and operational backbone of the office. The role is approximately 20 hours per week and onsite at the Pasadena office.

You will handle front desk operations, office logistics, mail, event support, new employee setup, and light cross‑department admin tasks. Requires 2+ years in office support; bilingual English/Spanish a plus.

Qualifications

• 2+ years of experience in office administration, reception, or related support role.
• High school diploma or GED required; additional education in business/office administration a plus.
• Bilingual English and Spanish a plus.

Responsibilities

• Front Desk & Guest Experience: greet visitors, manage arrivals, access and front desk activity.
• Office Operations: monitor supplies, maintain common areas, coordinate with building services.
• Mail & Deliveries: sort mail/packages and assist with outgoing shipments.

Skills

Customer service oriented

Organizational skills

Effective communication

Education

High school diploma or GED

Business/Office Administration coursework

Tools

Microsoft Office Suite

Outlook

Word

Excel

PowerPoint

Job description

Are you a warm, organized professional who takes pride in keeping an office running like clockwork? A nonprofit organization is seeking a part‑time Office Coordinator to serve as the welcoming face and operational backbone of their office. This is a role for someone who genuinely enjoys creating a positive environment, anticipates needs before they arise, and takes quiet pride in the behind‑the‑scenes work that makes a workplace thrive. This position is part‑time at approximately 20 hours per week and onsite in Pasadena.

Key Responsibilities

• Front Desk & Guest Experience: Be the first face visitors, employees, and vendors encounter, creating a welcoming and professional first impression while managing arrivals, access, and day‑to‑day front desk activity.
• Office Operations: Keep the office humming, monitoring and restocking supplies, maintaining common areas and conference rooms, and coordinating with building management and service providers on routine facilities needs.
• Mail & Deliveries: Receive, sort, and distribute incoming mail and packages and assist with outgoing shipments as needed.
• Meeting & Event Support: Assist with the setup and coordination of internal meetings, events, and trainings, handling all logistics including catering, room prep, materials, and vendor coordination.
• New Employee Support: Help ensure new team members have a smooth and welcoming start by coordinating badges, workspace setup, supplies, and other day‑one needs.
• Administrative Support: Provide light administrative assistance across departments on an ad hoc basis, including document organization, data entry, calendar coordination, and distributing office‑wide communications.

What We're Looking For

• Experience: 2+ years of experience in office administration, reception, or a related support role. High school diploma or GED required; additional education in business or office administration a plus.
• Technical Skills: Proficiency in Microsoft Office including Outlook, Word, Excel, and PowerPoint. Comfort learning new systems and platforms quickly.
• What Sets You Apart: A warm, approachable professional with excellent communication skills and a natural instinct for hospitality. Highly organized, reliable, and resourceful - someone who can manage multiple priorities independently, exercise sound judgment, and handle sensitive information with discretion. Bilingual English and Spanish a plus.