Front Office Specialist

Job Id: 260887

Job Title: Front Office Specialist

Location: Vista CA (Onsite)

Schedule: Monday – Friday 8:00 AM – 5:00 PM

Duration: Temporary to hire based on performance and business need.

Pay: $21 – $25 per hour (Depending on experience)

Positions Summary:

The Front Office Specialist is responsible for managing front office and reception operations at the organization’s Vista location. This role ensures a professional welcoming environment for clients visitors and staff while supporting the efficiency of daily operations. The specialist will serve as the first point of contact assist various departments and help maintain high standards of customer service and administrative support. Bilingual English/Spanish is a plus!

Key Responsibilities

• Reception & Client Services: Greet and assist visitors answer and direct phone calls respond to inquiries and manage visitor sign-in procedures to ensure a positive front-desk experience.

• Office Operations: Oversee front office functions including supply management equipment upkeep and maintaining an organized and professional appearance of common areas.

• Administrative Support: Assist departments with scheduling document preparation data entry meeting coordination and mail distribution.

• Team Collaboration: Work closely with administrative facilities and IT teams to ensure seamless front office operations and communication.

• Customer Service: Address client concerns or requests professionally and direct them to appropriate staff or resources.

• Security & Compliance: Monitor front office security follow visitor protocols and uphold confidentiality and safety standards.

• Inventory & Supplies: Track and restock front office supplies and ensure readiness of reception areas for daily operations.

• Event Support: Assist with meeting and event coordination including room setup logistics and preparation of materials.

Qualifications

• Education: High school diploma or equivalent required; Associate’s degree or higher preferred.

• Experience: At least 3 years in a front office customer service or receptionist role. Experience in a nonprofit or mission-driven environment is a plus.

• Bilingual: Bilingual Spanish/English is a plus.

Core Competencies

• Customer Service: Strong interpersonal skills with a friendly service-oriented approach.

• Communication: Clear verbal and written communication with diverse groups of people.

• Organization: Ability to manage multiple tasks prioritize effectively and maintain attention to detail.

• Technology Skills: Proficiency in Microsoft Office Suite (Word Excel Outlook); familiarity with office equipment and scheduling or database systems preferred.

• Problem Solving: Professional approach to resolving issues calmly and efficiently.

• Professionalism: Maintains a polished welcoming presence and handles sensitive information with discretion.

Work Environment

This position is based in a front office setting involving regular interaction with visitors and staff. It requires the ability to sit for extended periods perform light lifting and maintain a neat reception area. The role is full-time during standard business hours.