What are the responsibilities and job description for the Front Office Administrator position at Branch Services?
Job Title: Front Desk Administrator
Location: Willow Commons, 4388 Alpine Road, Portola Valley, 94025
Reports To: Administrative Manager and Executive Director
Employment Type: Full-Time, hourly
Position Summary
The Front Desk Administrator serves as the central point of contact for participants, families, staff, and visitors at Willow Commons. This role is essential in creating a welcoming, organized, and supportive environment while ensuring smooth daily operations, accurate recordkeeping, and clear communication across teams.
Key Responsibilities
Front Desk & Visitor Management
- Greet participants, families, staff, and visitors in a warm, respectful, and professional manner.
- Manage front-desk operations utilizing Greetly, to monitor visitor, participant, and employee check in and attendance tracking.
- Monitor facility entry, ensure adherence to safety and security procedures.
- Monitor the delivery of personal and business packages and mail. Notify the necessary staff and residents to retrieve their items.
Scheduling & Daily Operations
- Review daily staffing and participant schedules to ensure adequate coverage.
- Communicate schedule changes promptly to managers and assist with coordinating shift coverage as needed.
- Make needed edits to shift care, agendas, and calendars to insure accuracy and alignment.
- Serve as a central communication point for day-of operational updates.
Administrative & Office Support
- Provide administrative support for meetings, reports, and correspondence as assigned.
- Assist with record keeping, scanning, filing, and uploading participant or vendor documents into designated digital folders (Google Drive/Box).
- Maintain organized and accurate digital and physical filing systems.
- Maintain an organized office environment where needed documents and items can be easily found.
- Ensure that the check out system for organizational items is in place and appropriately utilized.
Business Office Support
- Support the business office with light accounting tasks, including invoice tracking, basic data entry, and document organization.
- Assist with routine clerical tasks to ensure smooth financial and administrative operations.
Communication & Professionalism
- Communicate clearly and professionally with families, staff, service providers, and community partners, both in person and via phone or email.
- Direct inquiries appropriately while maintaining a supportive and solutions-oriented approach.
Confidentiality & Compliance
- Maintain strict confidentiality of all participant and organizational information in accordance with privacy, and data protection policies.
- Handle sensitive information with discretion and professionalism at all times.
Qualifications & Skills
- Associates degree required, college degree preferred, a minimum of 3 years of successful administrative or office experience preferred.
- Experience working with adults with IDD/Autism or in a disability services setting is a plus.
- Strong organizational skills with attention to detail.
- Proficiency with basic office technology and platforms such as Google Workspace; experience with Greetly or similar systems preferred.
- Excellent interpersonal and communication skills.
- Ability to multitask, prioritize responsibilities, and remain calm in a busy environment.
- Commitment to respectful, person-centered interactions with adults with IDD and Autism. Willingness to support clients in mastering office skills and working in an office setting.
Physical & Work Environment Requirements
- Ability to sit or stand at the front desk for extended periods.
- Occasional lifting of light office materials (files, supplies).
- Ability to work in a dynamic, participant-centered environment.
Our Commitment
We are committed to fostering an inclusive, respectful, and supportive workplace that values diversity and promotes the dignity and independence of the individuals we serve.
Job Types: Full-time, Part-time
Pay: $26.05 - $35.00 per hour
Expected hours: 40.0 per week
Benefits:
- Dental insurance
- Flexible schedule
- Health insurance
- Paid time off
- Parental leave
- Retirement plan
- Vision insurance
Work Location: In person
Salary : $26 - $35