Front Desk Administrator GS Management Company

Full job description

Front Desk Administrator

Location: Pleasanton
Work Schedule: Monday through Friday, 8:30 a.m. to 5:30 p.m., in-person
Reports To: Office Manager

Position Summary:

We are seeking a reliable and organized Front Desk Administrator to serve as the first point of contact for our office. This role provides front desk support, manages incoming communications, and assists the property management and facilities teams with daily administrative operations.

The ideal candidate is professional, detail-oriented, and able to multitask in a fast-paced environment. They are proactive, service-oriented, and willing to go above and beyond by anticipating needs and supporting office operations, meetings, and company events.

Key Responsibilities

• Create a welcoming and professional front office environment by greeting visitors and assisting with inquiries
• Answer and direct incoming phone calls in a courteous, prompt, and professional manner
• Receive, sort, and distribute incoming and outgoing mail and deliveries efficiently
• Accurately scan, file, and distribute documents to the property management team
• Prepare and complete weekly reporting for the Facilities team
• Maintain office equipment and ensure all common areas are properly stocked with supplies
• Ensure cleanliness and organization of the front desk, kitchen, and conference room areas
• Coordinate the setup, breakdown, and restocking of kitchen and conference rooms for meetings and events
• Pick up and coordinate breakfast, lunch, or catering orders for meetings as needed
• Assist with ordering and managing office and facilities supplies, including tracking inventory levels
• Provide general clerical and administrative support to the office and property management teams
• Support the Office Manager with planning and coordination of company events, including holiday parties, team celebrations, and special events
• Assist with organizing and executing office gatherings, including décor setup, vendor coordination, and logistics
• Perform additional administrative and office support tasks as assigned

Qualifications

• High school diploma or equivalent required
• Proficient in Microsoft Office (Outlook, Word, Excel, Teams), Zoom and office equipment (scanners, copiers)
• Previous receptionist or office support experience preferred
• Strong verbal and written communication skills
• Dependable, punctual, and professional appearance
• Ability to stay organized and manage time effectively

Physical Requirements

• Must be able to sit, stand, and walk for extended periods
• Occasional lifting of light office/kitchen supplies (up to 40 lbs.)

Benefits

• Health, dental, and vision insurance
• 401(k) retirement plan
• Paid time off and company holidays
• Tuition reimbursement