Office Assistant

Job Description

Job Description

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 Office Assistant is the administrative anchor of Gatekeeper Systems' California office and the first point of contact for visitors, clients, customers, and vendors, ensuring a professional and welcoming experience. This role owns the day-to-day operations of the office—including front desk and phone coverage, mail and shipping, ordering and restocking, vendor and building-management coordination, and support for company events and celebrations. The position reports to the Executive Assistant 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

The benefits listed above are available to full-time employees only.

ESSENTIAL JOB FUNCTIONS; but not limited to:

• Front desk & reception:  Serve as the face of the California office—greet and welcome visitors, clients, customers, and vendors in a courteous, professional manner that creates a positive first impression.
• Visitor management:  Manage guest sign-in procedures and issue visitor badges, keeping the front desk secure and organized.
• Phone management:  Answer, screen, and route incoming calls on the main GKS office line, take messages, and direct inquiries to the appropriate people.
• Mail & shipping:  Receive, sort, and distribute incoming mail and packages; prepare outgoing shipments and coordinate courier services (FedEx, UPS, USPS).
• Deliveries:  Accept deliveries, including food and supply orders, and notify employees for pickup.
• Office appearance:  Keep the reception area and shared spaces clean, organized, and professional at all times.
• Supplies & ordering:  Order, restock, and manage office, conference room, and kitchen/breakroom supplies, monitoring inventory and reordering as needed.
• Catering:  Coordinate catering and food deliveries for meetings, and ensure conference rooms are set up and stocked.
• Company events:  Help plan and coordinate company events, employee gatherings, and celebrations, including logistics, setup, and vendor coordination.
• Vendor management:  Serve as the primary point of contact for outside vendors and service providers—scheduling, coordinating, and following up on office service needs.
• Building & facilities:  Liaise with building management on maintenance requests, service calls, and facilities issues for the California office.
• Access credentials:  Coordinate building access credentials, including programming and deactivating key fobs and managing charging accounts.
• Administrative support:  Provide general administrative support for the office, including scanning, filing, copying, data entry, and document preparation.
• Executive Assistant backup:  Offer backup support to the Executive Assistant as needed.
• Other duties:  Perform additional administrative and office-support tasks as needed to keep the California office running smoothly.

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 to assist others.
• 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 the appropriate parties when necessary.
• Adaptability — Adjusts readily to changing priorities and maintains composure under pressure.
• Discretion — Handles confidential information responsibly and maintains a 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.
• Proficiency in 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 Thursday, 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 believe 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.