Reception & Administrative Coordinator (Bilingual –Spanish/English)

The Reception & Administrative Coordinator is responsible for creating a professional and welcoming office experience while providing operational and administrative support that helps teams stay organized and productive. This role manages front desk functions, oversees mail and office supply processes, coordinates meeting/event and training logistics, and supports Human Resources processes and other administrative projects.

The ideal candidate brings strong organizational skills, sound judgment, and advanced proficiency in Microsoft Word, Excel, and Outlook. They are comfortable creating reports, maintaining spreadsheets, preparing business documents, coordinating multiple moving pieces, and interacting with employees at all levels of the organization. Experience with Canva or similar design tools is a plus.

Front Desk & Customer Service 

• Serve as the first point of contact for employees, visitors, customers, and vendors, creating a professional and welcoming experience.
• Assist employees and guests with questions, directions, and general information.
• Maintain a clean, organized, and welcoming reception area at all times.
• Answer phone calls in English and Spanish.

Human Resources & Administrative Support (Adaptability | Perseverance)

• Support administrative processes by coordinating documentation, tracking required information, and following up to ensure timely completion of assigned activities.
• Communicate professionally with candidates, employees, and external contacts, providing information and guidance while maintaining confidentiality.
• Maintain accurate records, monitor status updates, and ensure information is communicated to appropriate stakeholders.
• Support special projects and perform additional administrative duties as assigned.

Office & Meeting Support (Teamwork | Adaptability)

• Coordinate catering for office meetings, training, and company events.
• Set up and reset conference rooms and meeting spaces.
• Communicate with catering vendors and service providers to ensure smooth execution.

Office & Break Room Management (Integrity | Perseverance)

• Monitor, order, and restock office and break room supplies.
• Keep break rooms, kitchens, and common areas organized and presentable.
• Proactively identify supply or facility needs and communicate them to the appropriate teams.
• Submit copy machine malfunctions to maintenance provider and order toner, where applicable.

Physical Demands & Requirements

The physical demands described here are representative of those that must be met by a team member to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Regularly required to talk and listen
• Frequently required to sit, stand, walk, reach, and use hands, arms and fingers
• Required to move up to 40lbs
• Constantly moving, walking, stooping, kneeling, climbing stairs, crouching or crawling
• Routinely use standard office equipment such as computers, phones, photocopiers and filing cabinets
• Use hands/fingers and legs to operate, activate, use, prepare, inspect, place, detect and position materials
• Specific vision abilities required; including close vision, depth perception and ability to adjust focus.