<p>We are looking for a skilled Administrative Coordinator to join our team on a contract basis in Simi Valley, California. In this role, you will take on a variety of responsibilities that support sales order processes and customer-related administrative tasks. Reporting directly to the Quality Assurance Manager and Administration, you will collaborate across departments to ensure smooth daily operations and exceptional service.</p><p><br></p><p>Responsibilities:</p><p>• Process and manage sales orders by obtaining customer purchase orders and accurately entering them into the enterprise resource planning system.</p><p>• Maintain up-to-date customer account information and ensure a high standard of customer service.</p><p>• Collaborate with Operations, Sales, and Shipping teams to verify the accuracy and timeliness of orders and acknowledgments.</p><p>• Partner with Finance and Sales departments to ensure customer records are properly updated and maintained.</p><p>• Handle incoming calls efficiently, directing them to the appropriate departments or personnel.</p><p>• Support administrative tasks such as preparing correspondence, creating presentations, and managing documentation.</p><p>• Assist in maintaining system data accuracy and resolving any discrepancies.</p><p>• Utilize software tools such as Microsoft Office Suite, SAP, and Sage to complete tasks effectively.</p><p>• Ensure compliance with organizational procedures and maintain attention to detail in all communications.</p><p>• Contribute to the team's overall productivity by managing time-sensitive tasks and prioritizing workload.</p>
<p><strong>Hybrid Complex Commercial Litigation Attorney</strong></p><p><br></p><p>A highly respected litigation firm with a strong California presence is seeking a driven <strong>Associate Attorney</strong> to join its team. Known for providing associates with meaningful responsibility and hands-on case experience, this firm values creativity, initiative, and collaboration. The environment is fast-paced yet supportive, with virtually no turnover among support staff and paralegals actively participating in strategy meetings.</p><p><br></p><p><strong>About the Attorney Position:</strong></p><ul><li>Hybrid schedule: attorneys are onsite 3 days/week.</li><li>Associates are given substantial responsibility and ownership of their cases from the outset.</li><li>No billable hour requirement for bonus or raise eligibility </li><li>Out-of-state candidates will be considered if relocation is planned (please indicate timeline).</li><li>California Bar membership not required at hire, but candidates should provide a timeline for admission.</li></ul><p><strong>Perks of the Firm:</strong></p><ul><li>Recently remodeled onsite gym and fitness amenities.</li><li>Breakfast, lunch, smoothies, and kombucha provided daily.</li><li>Uber to work (or paid parking).</li><li>Two-story office building with restaurants and modern amenities.</li><li>Stable, long-tenured support staff.</li></ul><p><strong>Compensation and Benefits:</strong></p><ul><li>Salary ranges (depending on experience): $180,000 - $400,000</li><li>Annual performance-based increases and market-competitive bonuses (often six-figure for mid- to senior-level associates).</li><li>Origination bonuses for cases brought to the firm.</li><li>Annual reviews and year-end merit bonuses.</li><li>Comprehensive benefits package including:</li><li>Medical (Blue Shield of CA), dental, and vision insurance (Principal).</li><li>100% firm-paid HMO coverage; PPO and HSA options with firm contribution.</li><li>Firm-paid long-term disability and telemedicine</li><li>Life insurance ($100K policy with low employee contribution).</li><li>Paid holidays and paid parental leave.</li><li>401(k) plan</li><li>AFLAC supplemental coverage (employee-paid).</li><li>Paid parking or transportation allowance/Uber coverage.</li></ul><p>TO APPLY, ONLY send resume directly to Vice President of Direct Hire, Samantha Graham at Samantha [dot] Graham [at] RobertHalf [dot] [com]</p>
<p>As Senior Executive Assistant to the CEO, you will play a key role in supporting the senior leadership of a rapidly growing biotech organization. You’ll manage high-level administrative responsibilities, facilitate strategic communications, and ensure seamless operations for the executive office. Discretion, proactive problem-solving, and a service-oriented mindset are essential in this visible role.</p><p><br></p><p><strong>Key Responsibilities:</strong></p><ul><li>Provide executive-level administrative support to the CEO, including complex calendar management and confidential correspondence.</li><li>Coordinate board meetings, investor presentations, and company-wide events.</li><li>Prepare reports, draft communications, and manage sensitive documents.</li><li>Liaise with internal teams, external partners, and scientific collaborators.</li><li>Support workflow and process improvements, leveraging digital tools to boost efficiency.</li><li>Manage travel logistics, expense reporting, and executive scheduling.</li><li>Anticipate needs and proactively address administrative challenges in a fast-paced, evolving environment.</li></ul><p><br></p>
<p><strong>Key Responsibilities:</strong></p><ul><li>Manage complex, shifting calendars, schedule internal and external meetings, and coordinate travel arrangements for executives.</li><li>Prepare and organize materials for meetings, presentations, and reports, ensuring executives are well-equipped for all engagements.</li><li>Serve as a liaison between executives, team members, clients, and external partners; facilitate prompt and accurate communication.</li><li>Support project coordination, tracking deadlines, and following up on action items for cross-functional initiatives.</li><li>Assist with expense reporting, invoice processing, and budget tracking as needed.</li><li>Handle confidential information with discretion and professionalism.</li><li>Help drive office efficiency and implement technology solutions or workflow automation initiatives.</li><li>Organize company events, all-hands meetings, and team offsites, including vendor and logistics management.</li><li>Adapt to evolving business needs, proactively identify areas for improvement, and take initiative on special projects.</li></ul><p><br></p>
<p>We are looking for a dedicated Office Coordinator to join our team in Kailua-Kona, Hawaii. In this Contract to permanent position, you will play a vital role in ensuring the smooth operation of administrative and office functions. This role requires excellent organizational skills, attention to detail, and the ability to provide thorough support to both internal teams and external customers. To apply for this role, please call us at 80-531-0800. Preference will be given to applicants currently residing in Hawaii due to the nature of the job requirements.</p><p><br></p><p>Responsibilities:</p><p>• Coordinate daily office operations, including managing phone calls, handling mail, and maintaining organized records and files.</p><p>• Process invoices, expense reports, and purchasing card statements while ensuring accurate reconciliation.</p><p>• Draft and prepare business correspondence, memoranda, and routine forms independently.</p><p>• Manage vendor relationships by scheduling repairs, deliveries, and maintenance services.</p><p>• Assist customers with inquiries, resolve issues, or direct them to appropriate departments in a courteous and attentive manner.</p><p>• Compile and analyze data for financial reports, including tracking collections efforts and petty cash administration.</p><p>• Maintain compliance training records, vehicle documentation, and customer information logs.</p><p>• Serve as backup for other administrative personnel during absences and ensure smooth continuity of operations.</p><p>• Coordinate mandated postings on bulletin boards, ensuring timely updates and compliance.</p><p>• Adhere to safety protocols and maintain a clean, organized, and secure work environment.</p>
<p>Our client is a respected boutique/mid-sized business litigation firm known for its high-stakes commercial disputes, trial focus, and collaborative, fast-paced environment. The team handles complex litigation for corporate clients, entrepreneurs, and partnerships across a range of industries.</p><p><br></p><p>Interested candidates with 1-2 years of Litigation associate experience that want to be considered immediately can reach out to Kevin Ross at Robert Half in Philadelphia. </p><p><br></p><p> The firm is seeking a motivated Commercial Litigation Trial Attorney with 1-3 years of experience to support all phases of trial-focused matters. The ideal candidate is eager to gain hands-on courtroom experience, manage cases with increasing independence, and work directly with partners and clients.</p>
<p>We are looking for a dedicated Office Administrator to join our team in the Natick Massachusetts area. This role involves providing comprehensive administrative support to staff while ensuring smooth workflow processes and document control. The ideal candidate is reliable, friendly, and eager to learn in a dynamic office environment.</p><p><br></p><p>Responsibilities:</p><p>• Deliver administrative support to staff by managing workflow systems and maintaining organized documentation.</p><p>• Utilize Microsoft Office Suite, including Word, Outlook, and Excel, to perform daily tasks efficiently.</p><p>• Learn and operate the company's proprietary workflow system to manage data and processes effectively.</p><p>• Conduct accurate data entry and ensure document scanning and control procedures are followed.</p><p>• Support general office operations by handling routine tasks and assisting in various areas of the firm.</p><p>• Collaborate with team members to ensure smooth workflow during peak seasons, with flexibility in working hours.</p><p>• Maintain a welcoming and detail-oriented demeanor while interacting with staff and clients.</p><p>• Adapt to new systems and procedures to enhance office functionality and efficiency.</p><p><br></p><p><strong><em><u>For immediate consideration, please call me directly 508-205-2127 Eric Lebow</u></em></strong></p>
We are looking for a detail-oriented Operations Admin to join our team in Tucson, Arizona. In this Contract to permanent position, you will play a key role in supporting operational processes and ensuring the seamless execution of administrative tasks. The ideal candidate will have a strong background in administrative office work, receptionist duties, and project scheduling, combined with excellent organizational and communication skills.<br><br>Responsibilities:<br>• Manage front desk responsibilities, including greeting visitors and handling incoming calls professionally.<br>• Perform administrative office tasks such as filing, data entry, and document management.<br>• Provide back-office support to ensure smooth daily operations.<br>• Schedule and coordinate projects, maintaining timelines and ensuring deadlines are met.<br>• Utilize Microsoft Excel to create and maintain spreadsheets, track data, and perform calculations.<br>• Communicate effectively in Spanish to conduct business operations and support bilingual requirements.<br>• Collaborate with team members to address operational challenges and implement solutions.<br>• Ensure compliance with company policies and procedures in all administrative processes.<br>• Monitor and report on project progress to relevant stakeholders.
<p>We are looking for an organized and detail-oriented Grants Coordinator to join a non-profit organization based in Minneapolis, Minnesota. This is a contract position where you will play a key role in supporting the grants management team by ensuring accuracy and compliance in award documentation, managing workflows, and maintaining effective communication across teams. The ideal candidate thrives in a fast-paced environment and is skilled at balancing big-picture thinking with meticulous attention to detail.</p><p><br></p><p>Responsibilities:</p><p>• Review and validate award documents to ensure accuracy, compliance, and alignment with internal budgets.</p><p>• Collaborate closely with the grants manager to facilitate document approvals and negotiations.</p><p>• Serve as a central point of coordination for tracking and managing award workflows.</p><p>• Ensure proper signatures are obtained and documents are successfully integrated into multiple systems.</p><p>• Monitor templates and processes, identifying and addressing errors or inconsistencies.</p><p>• Assist grant managers in navigating policies, procedures, and system updates as needed.</p><p>• Support the development and implementation of step-by-step procedures for new grants management practices.</p><p>• Manage tasks involving large-scale awards, including copying and pasting relevant data.</p><p>• Utilize tools such as Microsoft Office Suite, SharePoint, and Adobe Sign to streamline administrative processes.</p><p>• Maintain effective communication with team members to ensure smooth operations.</p>
We are looking for an experienced and highly organized Administrative Coordinator to join our team in Port Washington, Wisconsin. In this role, you will provide essential administrative support to a fast-paced team, handling tasks such as scheduling, travel arrangements, payroll data entry, and general office management. This position is Contract with the potential for long-term placement, offering an excellent opportunity for career growth in a dynamic environment.<br><br>Responsibilities:<br>• Coordinate and manage team calendars, ensuring timely scheduling of meetings and appointments.<br>• Arrange domestic and international travel, including flights, accommodations, and transportation.<br>• Accurately input payroll data and maintain records in compliance with deadlines.<br>• Organize and maintain documentation, preparing reports and presentations as needed.<br>• Oversee office supply inventory and procurement to meet operational needs.<br>• Provide support for various administrative tasks and special projects as required.<br>• Answer inbound calls and assist with general inquiries or direct them to the appropriate team members.<br>• Ensure smooth day-to-day operations by handling scheduling and prioritizing tasks effectively.
We are looking for an Administrative Coordinator to join our team in Fort Wayne, Indiana. This Contract-to-permanent position is ideal for someone who thrives in fast-paced environments and is eager to support technical teams with administrative expertise. The role offers an excellent opportunity for growth, competitive benefits, and the potential for a hybrid schedule upon permanent conversion.<br><br>Responsibilities:<br>• Provide comprehensive administrative support to technical decision-makers, ensuring tasks are managed efficiently and accurately.<br>• Schedule and coordinate meetings, trainings, and other events, both virtually and in-person.<br>• Maintain and update project tracking systems to ensure deadlines and deliverables are met.<br>• Handle database management and ensure data integrity across various platforms.<br>• Act as a liaison between different teams, facilitating communication and streamlining processes.<br>• Assist in the onboarding and training of team members through tools like Webex.<br>• Adapt quickly to new procedures and proactively seek clarification when needed.<br>• Manage multiple priorities while maintaining attention to detail and accuracy.<br>• Support the implementation of consistent processes across merged teams.<br>• Collaborate with colleagues to ensure smooth operation of administrative functions.
We are looking for an Administrative Coordinator to oversee property management tasks for retail locations in Chesapeake, Virginia. This long-term contract position involves coordinating maintenance and repair activities, responding to emergencies, and ensuring operational efficiency across assigned stores. The role requires strong organizational skills and the ability to build effective vendor relationships.<br><br>Responsibilities:<br>• Coordinate maintenance and repair needs for retail stores within designated regions, ensuring timely resolution of issues.<br>• Manage emergency situations such as power outages, plumbing problems, weather-related hazards, and other incidents to minimize disruptions.<br>• Support department managers by addressing daily facility adjustments or requirements as needed.<br>• Organize and prioritize incoming service requests while maintaining detailed records in the company’s Computerized Maintenance Management System.<br>• Establish and nurture vendor partnerships to secure competitive pricing and high-quality service for store operations.<br>• Monitor ongoing maintenance activities to ensure compliance with company standards and objectives.<br>• Prepare reports and communicate updates regarding property-related matters to relevant stakeholders.<br>• Collaborate with internal teams to identify and implement improvements in facility management processes.<br>• Provide administrative support for property management tasks, ensuring smooth day-to-day operations.
<p>We are seeking an Administrative Coordinator for our client based in Hyattsville, Maryland. You will provide a high-level of administrative support to ensure efficient office operations and departmental coordination. </p><p>Responsibilities include organizing schedules, managing communications, preparing reports, and maintaining records. The ideal candidate has excellent communication, organizational, and multitasking skills, along with proficiency in Microsoft Office Suite.</p><p><br></p><p>Responsibilities:</p><p>• Coordinate daily administrative activities and ensure smooth operations across departments.</p><p>• Manage schedules, calendars, and meeting logistics for multiple managers.</p><p>• Prepare reports, presentations, and correspondence with attention to accuracy and detail.</p><p>• Maintain databases, records, and filing systems, ensuring confidentiality of sensitive information.</p><p>• Assist with vendor management, supply ordering, and invoice tracking.</p><p>• Provide project coordination support, tracking deadlines and deliverables.</p><p> </p>
<p>Our client in Carlsbad is looking to bring on an organized and proactive <strong>Office Coordinator</strong> to support daily operations and ensure the office runs smoothly. This role is ideal for someone who thrives in a fast-paced environment, enjoys being the “go-to” person, and can juggle multiple tasks with ease.</p><p><br></p><p><strong>Responsibilities:</strong></p><ul><li>Greet visitors and serve as the primary point of contact for incoming calls and walk-ins</li><li>Maintain office supply inventory, coordinate vendor services, and assist with facility needs</li><li>Prepare company-wide communications, assist with scheduling, and support leadership with administrative tasks</li><li>Help coordinate small events, meetings, and employee engagement activities</li><li>Assist AP/AR teams with light administrative tasks as needed</li></ul>
<p>We are looking for a dedicated Administrative Coordinator to join our team in Tukwila, Washington. This long-term contract position requires someone with strong attention to detail who can handle a variety of administrative tasks while supporting multiple teams and programs. The ideal candidate will excel at managing schedules, coordinating events, and conducting research to ensure compliance with guidelines and requirements.</p><p><br></p><p>Responsibilities:</p><p>• Coordinate and manage scheduling for all departments and locations including development opportunities, mandatory state trainings, and meetings.</p><p>• Conduct research to verify credentials, training requirements, and appropriate offerings for scheduled activities.</p><p>• Organize and oversee events, ensuring all logistics are handled efficiently.</p><p>• Collaborate with other locations, programs and leaders to ensure compliance with state guidelines.</p><p>• Make outbound calls other organizations to follow up on program requirements and funding.</p><p>• Assist with budgeting and funding for departments, ensuring proper allocation of resources.</p><p>• Facilitate safety-related projects, including contacting donors and coordinating safety equipment logistics.</p><p>• Utilize Google Suite tools, such as Sheets, Forms, and Calendars, to manage administrative tasks effectively.</p><p>• Support grant management activities by completing assigned tasks and maintaining relevant documentation.</p><p>• Provide warm calling support, ensuring thorough follow-up with donors and stakeholders.</p>
We are looking for a detail-oriented Administrative Coordinator to join our team in Cherry Hill, New Jersey. This is a long-term contract position offering an excellent opportunity to support daily office operations and contribute to the efficiency of our workplace. The role involves a variety of administrative tasks, requiring strong organizational skills and the ability to collaborate effectively with team members.<br><br>Responsibilities:<br>• Coordinate the ordering and restocking of office supplies, ensuring all essentials are maintained.<br>• Manage incoming and outgoing mail, including sorting, routing, and coordinating shipping services.<br>• Provide basic troubleshooting for office equipment, such as resolving printer issues and replacing toner or ink cartridges.<br>• Deliver supplies to field staff and offices as needed, occasionally requiring travel.<br>• Support office maintenance tasks such as replacing light bulbs, installing keyboards, and ensuring the workspace remains organized and compliant.<br>• Collaborate with office leadership to facilitate daily operations, including deliveries, food orders, and event preparations.<br>• Assist with implementing office-wide procedures and ensuring smooth execution of operations.<br>• Handle supply purchases for items like coffee, vending machine products, and paper.<br>• Maintain communication with other departments to ensure seamless coordination of administrative tasks.
We are looking for an experienced Administrative Coordinator to join our team on a contract basis in Princeton, New Jersey. In this role, you will play a key part in maintaining donor records, supporting communication workflows, and ensuring data accuracy while collaborating with various teams to meet organizational goals. This position offers an excellent opportunity to contribute to meaningful projects in a dynamic and detail-oriented environment.<br><br>Responsibilities:<br>• Update and maintain donor records, ensuring all constituent information is accurate and confidential.<br>• Conduct regular audits of the donor database to uphold data quality and reliability.<br>• Prepare, review, and send donor acknowledgment letters, pledge reminders, and other communications.<br>• Collaborate with team members to create targeted mailing lists and data exports for outreach and events.<br>• Act as a backup for gift entry tasks and assist with special projects as assigned by leadership.<br>• Generate routine and customized reports for internal teams and leadership, supporting reporting needs for audits and year-end processes.<br>• Coordinate workflows related to donor communications, ensuring timely follow-up and strategic engagement.<br>• Work closely with staff to meet deadlines and support organizational communication strategies.
<p><strong>Robert Half Permanent Placement</strong> is partnering with an established local company in <strong>Cheektowaga, NY</strong> on their search for an <strong>Office Administrator</strong> to join their team. This is an <strong>in-office</strong> position with a starting salary of <strong>$50,000</strong> and a comprehensive benefits package<strong>. </strong>In this role you will provide a wide variety of support with a focus on general administrative excellence. The ideal candidate will bring both excellent organizational skills and attention to detail. Our great partner offers excellent opportunities for advancement and a family-oriented culture!</p><p> </p><p><strong>Responsibilities include but not limited to:</strong></p><p>.</p><ul><li>Oversee daily office operations, acting as the first point of contact for staff, visitors, and vendors</li><li>Maintain office supplies, equipment, filing systems, and document management processes</li><li>Coordinate schedules, meetings, and company events to support organizational needs</li><li>Perform basic accounting tasks in support of a strong and established accounting team including data entry, payment tracking, reconciliations, and accounts payable assistance</li><li>Support payroll processes, including certified payroll and related mailings</li><li>Handle internal and external communications, responding to emails, calls, and requests promptly and professionally</li><li>Prepare correspondence and reports while maintaining confidentiality and ensuring accurate recordkeeping</li></ul><p><br></p>
We are looking for an organized and customer-focused Occupancy Specialist to join our team in Dorchester, Massachusetts. This contract-to-permanent position offers an excellent opportunity to contribute to the efficient management of tenant-related services within the real estate and property management industry. The ideal candidate will demonstrate strong communication skills, attention to detail, and proficiency with office tools and technology.<br><br>Responsibilities:<br>• Manage filing and scanning tasks to ensure accurate record-keeping and document organization.<br>• Provide assistance with tenant work orders and address other requests in a timely manner.<br>• Deliver exceptional customer service by responding professionally to inquiries and concerns.<br>• Handle incoming calls via a multi-line switchboard system efficiently and professionally.<br>• Utilize Microsoft Excel, Word, and Outlook to complete administrative tasks and manage data.<br>• Collaborate with team members to support property management operations.<br>• Maintain confidentiality and ensure compliance with company policies and procedures.<br>• Coordinate tenant communications and follow up on outstanding requests.<br>• Assist in preparing reports and documentation related to occupancy and tenant services.
<p>A highly reputable general civil litigation firm is seeking a detail-oriented Office Services Clerk/Legal Administrative Assistant for a 3-month contract role. This position has a strong likelihood of extension if a good fit. </p><p><br></p><p><strong>Key Responsibilities:</strong></p><ul><li>Handle core office services tasks including copying, scanning, printing, and binding</li><li>Manage records and filing (physical and electronic)</li><li>Oversee office supply inventory, ordering, and replenishment</li><li>Coordinate shipping, mail distribution, and deliveries</li><li>Provide general administrative support to attorneys and staff</li></ul>
<p>We are looking for an experienced Administrative Coordinator to join our team in Hawthorne, California. In this role, you will play a vital part in ensuring the smooth operation of administrative tasks and supporting organizational needs. This is a long-term contract position ideal for someone with strong organizational skills and a proactive approach.</p><p><br></p><p>Responsibilities:</p><p>• Manage and oversee daily administrative tasks to support operational efficiency.</p><p>• Cultivating a service-driven culture aligned with mission and values.</p><p>• Coaching MCC and DMX team members to achieve performance, service, and sales goals.</p><p>• Using reporting and performance analysis tools to track incentives, monitor quality assurance, and identify trends across member interaction channels.</p><p>• Collaborating cross-functionally to ensure operational alignment and smooth communication across departments.</p><p>• Ensuring adherence to regulatory requirements, including BSA and OFAC standards.</p><p>• Leading onboarding and ongoing training initiatives that support departmental objectives.</p><p>• Proactively identifying process improvements and managing feedback to promote continuous enhancement and accountability.</p>
<p>We are seeking an Administrative Coordinator for our client based in Silver Spring, Maryland. You will Coordinator provide a high-level of administrative support to ensure efficient office operations and departmental coordination. </p><p>Responsibilities include organizing schedules, managing communications, preparing reports, and maintaining records. The ideal candidate has excellent communication, organizational, and multitasking skills, along with proficiency in Microsoft Office Suite.</p><p><br></p><p>Responsibilities:</p><p>• Coordinate daily administrative activities and ensure smooth operations across departments.</p><p>• Manage schedules, calendars, and meeting logistics for multiple managers.</p><p>• Prepare reports, presentations, and correspondence with attention to accuracy and detail.</p><p>• Maintain databases, records, and filing systems, ensuring confidentiality of sensitive information.</p><p>• Assist with vendor management, supply ordering, and invoice tracking.</p><p>• Provide project coordination support, tracking deadlines and deliverables.</p><p><br></p>
<p>A long-established agricultural supply company in Fallbrook is seeking a <strong>Front Office Coordinator</strong> to support daily operations for their busy front office. This company works with growers, distributors, and agricultural specialists throughout North County, making this role essential for maintaining smooth communication and excellent customer service.</p><p><br></p><p><strong>About the Role:</strong></p><p> The Front Office Coordinator will serve as the “control center” of the office—managing incoming communication, supporting sales teams, helping customers at the front counter, and ensuring that the office is organized, efficient, and welcoming. This role is perfect for someone who enjoys multitasking, staying organized, and working in a supportive, community-oriented environment.</p><p><br></p><p><strong>Key Responsibilities:</strong></p><ul><li>Greet customers, vendors, and delivery personnel and direct them to the appropriate departments</li><li>Manage incoming phone calls and emails; respond to inquiries regarding orders, inventory, and general questions</li><li>Assist with order entry, invoicing, and updating customer accounts</li><li>Maintain office supplies, filing systems, and general office organization</li><li>Coordinate communication between warehouse, sales, and administration</li><li>Support management with data entry, weekly office reports, scheduling, and customer follow-ups</li><li>Ensure professional communication and a positive customer experience at all times</li></ul>
<p>A prestigious private estate and property management group in Rancho Santa Fe is seeking an elegant, polished, and highly discreet <strong>Front Office Coordinator</strong> to serve as the first point of contact for residents, vendors, and guests. This role requires impeccable professionalism, attention to detail, and the ability to handle sensitive information with complete confidentiality.</p><p><br></p><p><strong>About the Role:</strong></p><p> This is no ordinary front desk job — the position supports high-profile residents, coordinates with household staff, manages property calendars, and ensures smooth operation of a luxury estate office. The ideal candidate is poised, service-oriented, proactive, and comfortable interacting with VIP clientele.</p><p><br></p><p><strong>Key Responsibilities:</strong></p><ul><li>Welcome guests, vendors, and contractors; ensure proper sign-in and security protocols</li><li>Answer and route calls, schedule appointments, and maintain estate calendars</li><li>Coordinate service providers (landscaping, maintenance, housekeeping, contractors)</li><li>Assist with administrative tasks including document preparation, expense tracking, and filing</li><li>Support property managers with project updates, invoices, and communication summaries</li><li>Maintain a polished, organized office environment and oversee front desk operations</li><li>Handle confidential information with discretion and professionalism</li></ul>
<p>We are seeking a detail-oriented and highly reliable Senior Administrative Assistant to support daily operations within a public-facing department. This role involves a mix of administrative coordination, customer service, financial processing, and operational support. The ideal candidate is organized, calm under pressure, and comfortable handling a wide range of responsibilities in a fast-paced environment.</p><p><br></p><p><strong>Key Responsibilities:</strong></p><p><strong>Customer Service & Public Interaction</strong></p><ul><li>Provide phone coverage and respond to public inquiries with professionalism and care.</li><li>Manage requests related to potholes, sewer issues, animal control concerns, and lost-and-found items—dispatching crews or routing to appropriate departments (e.g., Parks & Recreation) as needed.</li><li>Handle walk-in and phone-based lost and found issues, public service requests, and general front-office assistance.</li></ul><p><strong>Operations & Dispatch</strong></p><ul><li>Dispatch Public Works crews to address issues such as potholes, sewer-related concerns, and after-hours emergencies.</li><li>Coordinate after-hours dispatch procedures once shifts end to ensure continuity of service.</li><li>Maintain logs and tracking systems to document actions taken.</li></ul><p><strong>Financial & Procurement Support</strong></p><ul><li>Process and manage <strong>bi-weekly vendor invoices</strong> and coordinate with the Finance Department.</li><li>Assist with <strong>vendor facilitation</strong> and communications to ensure timely and accurate billing.</li><li>Prepare memos and purchasing drafts for Finance.</li><li>Enter requisitions and maintain accurate purchase and procurement records.</li><li>Assist with monthly budget reporting and help keep departmental budgets updated.</li></ul><p><strong>Administrative Support & Recordkeeping</strong></p><ul><li>Maintain spreadsheets, filing systems, and record retention archives (digital and physical).</li><li>Manage mail distribution, calendars, and scheduling for the department.</li><li>Support onboarding for new employees, including preparing materials and coordinating paperwork.</li><li>Prepare documents, reports, and correspondence as requested.</li><li>Oversee office management tasks such as ordering supplies, managing inventory, and distributing vouchers.</li></ul><p><strong>General Office & Additional Duties</strong></p><ul><li>Assist with internal coordination between departments, vendors, contractors, and city staff.</li><li>Provide clerical support as needed to support smooth department operations.</li><li>Perform additional administrative duties as assigned.</li></ul><p><br></p>
