Front Office Coordinator

Position Qualifications:

• Bilingual: Fluent in English and Spanish (spoken and written) is required
• Experience: Minimum of 4 years front office administrative and customer service experience, preferably in an educational or nonprofit setting is required
• Education: AA Degree or Higher Required, High School diploma or equivalent
• Customer Service: Demonstrated ability to provide outstanding customer service and build positive relationships with community partners, stakeholders, families and staff
• Technical Skills: Proficient with computers, including Microsoft Office Suite and basic office equipment is required
• Communication: Excellent verbal and written communication skills in both languages is required
• Organization: Strong organizational skills, attention to detail, and ability to multitask in a fast-paced environment
• Teamwork: Collaborative, flexible, and willing to support both administrative and programming needs

Job Description.

The Front Office Assistant role at North Bay Children’s Center (NBCC) is a vital position that bridges both administrative operations and program support at our Headquarters in Novato. The ideal candidate will be bilingual (English/Spanish), possess at least 2 years of front office administrative and customer service experience, and demonstrate exceptional customer service and computer skills. This role ensures a welcoming, efficient, and supportive environment for families, staff, and visitors.

Position Requirements:

• Front Desk Operations:
  • Greet and assist families, children, staff, and visitors, ensuring a positive and professional first impression at all times
  • Keep front office printed promotional and marketing materials current
  • Answer and direct phone calls, respond to emails, and manage general inquiries
  • Maintain daily visitor logs and ensure compliance with safety and security protocols
  • Monitors Main Entrance, buzzing visitors into the office

• Administrative Support:
  • Provide administrative assistance, including scheduling, filing, data entry, and document preparation
  • Assist with maintaining records, reports, and confidential files in compliance with NBCC policies
• Program Support:
  • Coordinate communication between families and program staff, translating as needed
  • Assist with organizing program materials, events, and meetings
  • Support the implementation of program activities by preparing materials and providing logistical support
• Customer Service:
  • Deliver exceptional customer service to all stakeholders, addressing questions and concerns with empathy and professionalism
  • Foster a welcoming and inclusive environment for families and guests from diverse backgrounds
• Technology & Office Management:
  • Utilize Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other software platforms for daily tasks
  • Troubleshoot basic office equipment and technology issues
  • Order and maintain office & copier supplies and inventory
  • Work with Facilities team through Work Orders as needed