Administrative Services Lead

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Overview We are seeking a dynamic and organized individual to join our team as the Director of First Impressions. This pivotal role is the first point of contact for clients and visitors, ensuring a welcoming atmosphere while managing various administrative tasks. The ideal candidate will possess exceptional communication skills, a keen attention to detail, and a strong ability to multitask in a fast-paced environment.

Responsibilities

Customer Service

• Welcome and greet visitors entering the building with a warm and professional demeanor
• Provide assistance, answer questions, and direct visitors to the appropriate person or department
• Maintain a friendly and welcoming atmosphere for all guests,employees, and event attendees
• Communicate with all vendors, staff, and employees as needed
• Maintain HUB membership database and visitor sign-in procedures

Office Upkeep

• Ensure the front desk and 1st floor area is tidy and presentable at all times
• Keep track of office supplies inventory and place orders as necessary
• Coordinate with maintenance staff to address any building maintenance issues promptly
• Receive, sort, and distribute mail & packages daily
• Support onsite/offsite events as needed
• Stock and maintain all breakrooms

Phone Calls and Appointment Scheduling

• Professionally handle incoming calls and direct them to the appropriate staff member or department
• Schedule appointments/reservations and maintain an organized calendar for multiple businesses
• Confirm appointments and send reminders to vendors
• Assist members, team members, and tenants to schedule the use of conference rooms

Network Printer Management

• Oversee printer operations, including troubleshooting minor issues and coordinating repairs with technicians when needed
• Ensure an adequate supply of printing materials, such as paper and ink cartridges are on hand
• Coordinate and place printer service calls as needed
• Assist staff and team members with printing needs and provide guidance on printer usage. Set up interface user codes and accounts

Qualifications and Skills

• High school diploma or equivalent; additional education or certifications in relevant fields is a plus
• Proven experience in customer service or administrative tasks
• Strong proficiency in social media platforms and digital communication tools.
• Excellent verbal and written communication skills
• Proficient in graphic design software (e.g., Adobe Creative Suite, Canva) with a good eye for aesthetics
• Basic knowledge of office management and operating systems. Proficient in Microsoft Word, Excel, PowerPoint, and database management
• Ability to multitask and prioritize tasks effectively in a fast-paced environment
• Outstanding problem-solving abilities and attention to detail
• Professionalism, friendliness, and a positive attitude are a MUST
• Strong time management skills and ability to meet deadlines
• Familiarity with office equipment and troubleshooting common issues

Join us as the Director of First Impressions and play a vital role in shaping our client interactions while supporting our team's success!

Job Type: Full-time

Pay: $18.00 - $19.50 per hour

Expected hours: 40 per week

Benefits:

• Paid time off

Schedule:

• 8 hour shift
• Monday to Friday

Ability to Commute:

• Chula Vista, CA 91914 (Required)

Ability to Relocate:

• Chula Vista, CA 91914: Relocate before starting work (Required)

Work Location: In person