Front Desk Administrative Assistant

Front Desk Administrative Assistant

The Front Desk Administrative Assistant is responsible for supporting front office operations and providing administrative assistance across the organization. This position serves as the first point of contact for visitors, employees, vendors, and callers by answering and directing phone calls, greeting guests, and maintaining a professional reception area. The role also supports daily business operations through finance filing, document management, recordkeeping, data entry, and other office-related tasks to ensure an efficient and well-organized office environment.

Responsibilities

• Answer and direct incoming phone calls, greet visitors, and assist with general inquiries in a professional and courteous manner.
• Serve as the primary point of contact at the front desk for employees, vendors, and guests, ensuring a welcoming and organized reception experience.
• Maintain confidentiality of company records, documents, and information at all times.
• Maintain a clean, organized, and professional reception area and front desk.
• Order and maintain office supplies to ensure adequate inventory and smooth day-to-day operations.
• Prepare and distribute routine correspondence and documents as needed.
• Receive, sort, and distribute mail, packages, and deliveries throughout the office.
• Scan, file, copy, and organize company records and documents to support accurate recordkeeping and easy retrieval.
• Perform data entry tasks accurately and in a timely manner to support administrative and operational needs.
• Schedule meetings and reserve conference rooms, ensuring proper coordination of calendars and resources.
• Support various departments with administrative tasks, clerical support, and special projects as assigned.
• Perform other duties as assigned to support overall office efficiency and business needs.

Essential Skills

• Strong customer service skills with the ability to provide a professional and positive experience to visitors, callers, and internal staff.
• Proficiency with Microsoft Office applications (such as Word, Excel, and Outlook), email systems, and general business software.
• Accurate data entry skills and attention to detail for filing, scanning, and recordkeeping tasks.
• Ability to handle confidential information with discretion and maintain strict confidentiality of company records.
• Front desk and clerical experience, including answering phones, greeting visitors, and managing basic administrative tasks.
• Organizational skills to manage multiple tasks such as scheduling meetings, distributing mail, and maintaining office supplies.
• Reliable transportation to and from work and other company locations, as needed.
• Ability to work an assigned schedule that may vary and can include weekends.

Additional Skills & Qualifications

• Bilingual English and Spanish skills preferred, with the ability to communicate effectively with a diverse group of visitors and employees.
• Experience in administration, front desk coordination, or office support roles.
• Experience with scanning, filing, copying, and organizing documents in both physical and digital formats.
• Comfort working with business email systems and basic office technology.
• Strong interpersonal and communication skills for interacting with internal teams and external visitors.
• Ability to maintain a calm, professional demeanor in a busy front office environment.

Why Work Here?

You join a professional, service-oriented environment where your role directly contributes to smooth daily operations and a positive experience for everyone entering the office. The organization values reliability, professionalism, and strong customer service, offering the opportunity to build versatile administrative skills and gain exposure to multiple departments. You work in a setting that encourages collaboration, supports growth in office administration, and recognizes the importance of a well-run front desk in creating a welcoming workplace.

Work Environment

This role is based in an office setting at the front desk and reception area, interacting regularly with visitors, employees, vendors, and callers. You work with standard office equipment and technologies, including computers, phones, Microsoft Office, email systems, scanners, copiers, and filing systems. The schedule is assigned and may vary, with the possibility of weekend shifts as needed. The environment requires a professional appearance and demeanor, as you represent the organization to guests and serve as the first point of contact. You may travel occasionally between company locations using your own reliable transportation. The workspace is focused on maintaining an organized, clean, and welcoming reception area while supporting efficient administrative operations.

Job Type & Location

This is a Contract to Hire position based out of Redwood City, CA.

Pay and Benefits

The pay range for this position is $25.00 - $25.00/hr. Individual compensation offered for this position within this range will depend on many factors, including qualifications, skills, relevant experience, job knowledge, geographic location, internal equity, and other pertinent job-related factors.

Eligibility requirements apply to some benefits and may depend on your job classification and length of employment. Benefits are subject to change and may be subject to specific elections, plan, or program terms. If eligible, the benefits available for this temporary role may include the following: Medical, dental & vision Critical Illness, Accident, and Hospital 401(k) Retirement Plan Pre-tax and Roth post-tax contributions available Life Insurance (Voluntary Life & AD&D for the employee and dependents) Short and long-term disability Health Spending Account (HSA) Transportation benefits Employee Assistance Program Time Off/Leave (PTO, Vacation or Sick Leave)

Workplace Type

This is a fully onsite position in Redwood City, CA.

Application Deadline

This position is anticipated to close on Sep 12, 2026.