Front Office Assistant

Job Description

Job Description

FRONT OFFICE ASSISTANT

GATEKEEPER SYSTEMS, INC.

FOOTHILL RANCH, CA

At Gatekeeper Systems, we’re revolutionizing retail loss prevention and customer safety through a powerful combination of physical deterrents and cutting-edge technology—including AI, computer vision, and facial recognition. As a global leader with over 25 years of industry excellence and a growing, diverse team of 500 employees across offices in North America, Europe, Australia, and Asia, we’re driven by innovation, integrity, and impact. Join us and be part of a mission-focused team that’s making a real difference in the future of retail, providing innovative solutions and services that redefine industry standards.

POSITION SUMMARY:

The Front Office Assistant serves as the first point of contact for visitors, clients, and vendors, ensuring a professional and welcoming experience. This role is responsible for managing front desk operations, coordinating office logistics and supplies, supporting company events, and liaising with building management and external vendors. The position reports to the Executive Assistant to the CEO and provides backup support to the Executive Assistant as needed.

WHAT WE OFFER…

Join the team at Gatekeeper Systems and watch your career grow! We offer competitive compensation and benefits packages that include: 

• Attractive Total Compensation Package, including annual bonus
• Comprehensive healthcare benefits including medical, dental, and vision coverage; Life/ADD/LTD insurance; FSA/HSA options.
• 401(k) Plan with Employer Match
• Generous Paid Time Off (PTO) policy
• Observance of 11 paid company holidays
• Various Employee Engagement Events
• Exciting Growth Opportunities
• Positive Company Culture

ESSENTIAL JOB FUNCTIONS; but not limited to:

• Greetand welcome visitors, clients, and vendors in a courteous and professional manner, ensuring a positive first impression of the organization.
• Manage guest sign-in procedures.
• Answer the main GKS office phone line and route calls appropriately.
• Receive and distribute incoming mail; prepare outgoing shipments and coordinate courier services (FedEx, UPS, USPS).
• Accept deliveries, including food orders, and notify employees for pickup.
• Manage the reception area to maintain a clean, organized, and professional appearanceat all times.
• Order, restock, and manage office, conference room, and kitchen supplies.
• Coordinate catering and food deliveries for meetings and events.
• Support office events, employee gatherings, and company celebrations.
• Liaise with building management and outside vendors on maintenance requests and service calls.
• Coordinate building access credentials,including programming and deactivating key fobsand charging accounts.
• Provide general administrative support, including scanning, filing, and document preparation.
• Offer backup support to the Executive Assistant as needed.

QUALIFICATION REQUIREMENTS:

The requirements listed below are representative of the knowledge, skill and/or ability required.

• Customer Service Orientation — Demonstrates a friendly, approachable attitude and a genuine desire toassistothers.
• Attention to Detail — Ensures accuracy and thoroughness in all tasks and communications.
• Time Management — Effectively manages time and workload to meet deadlines and respond to competing demands.
• Problem Solving — Identifies issues and resolves them quickly, escalating to theappropriate partieswhen necessary.

• Adaptability — Adjusts readily to changing priorities andmaintainscomposure under pressure.
• Discretion — Handles confidential information responsibly andmaintainsa high standard of integrity.
• Excellent verbal and written communication skills.
• Strong organizational skills with the ability to multitask and prioritize effectively.
• Professional appearance and demeanor.
• Ability to work independently with minimal supervision and as part of a team.

EDUCATION AND/OR EXPERIENCE:

• High school diploma or equivalent required; associate degree or relevant certification preferred.
• Minimum of one (1) year of experience in a receptionist, front desk, or customer service role preferred.
• Proficiencyin Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and general office equipment.
• Experience with multi-line phone systems and scheduling software.

SALARY RANGE:

$20.00 - $24.00 per hour

SCHEDULE:

This position is open to both full-time and part-time candidates:

• Full-Time:Monday through Friday, 8:00 AM to 5:00 PM
• Part-Time:Monday through Friday, 8:30 AM to 2:30 PM

DISCLAIMER:

This Job Description is a general overview of the requirements for the position. It is not designed to contain, nor should it be interpreted as being all inclusive of every task which may be assigned or required. It is subject to change, in alignment with company/department needs and priorities.

Gatekeeper Systems, Inc., is an equal opportunity employer. We are committed to developing a diverse workforce and cultivating an inclusive environment. We value diversity and beliFronteve that we are strengthened by the differences in our experiences, thinking, culture, and background. We strongly encourage applications from candidates who demonstrate that they can contribute to this goal. We do not discriminate on the basis of race, religion, color, national origin, gender, sexual orientation, age, marital status, veteran status, disability status or any protected basis.