13 Results for Office Operations Coordinator Jobs in Carlsbad, CA

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Receptionist & Office Services Coordinator

Oceanside, CA
onsite
Temporary / Contract
23 - 29 USD / Hourly
Robert Half is hiring a Receptionist & Office Services Coordinator for an established construction and engineering company in Oceanside! This opportunity is perfect for someone who enjoys a combination of front-desk responsibilities and hands-on office coordination. You'll welcome clients and vendors, support field and office personnel, and help keep documentation and everyday administrative processes organized. Unlike a traditional reception-only position, this role offers exposure to project operations and the opportunity to work with multiple departments. The ideal candidate is resourceful, professional, and comfortable managing a steady flow of requests. What You'll Do:<ul><li>Manage front-desk coverage and greet visitors, vendors, and project partners.</li><li>Answer and direct incoming calls and maintain accurate message records.</li><li>Coordinate meeting schedules, conference rooms, and visitor appointments.</li><li>Receive and distribute incoming mail, packages, plans, and project documents.</li><li>Assist with document scanning, filing, copying, and electronic recordkeeping.</li><li>Maintain office supply inventory and coordinate replenishment.</li><li>Help prepare project packets, vendor paperwork, and internal meeting materials.</li><li>Route invoices, purchase orders, and other documents to the appropriate departments.</li><li>Maintain contact lists, spreadsheets, and office tracking logs.</li><li>Coordinate office access and visitor information according to company procedures.</li><li>Assist with employee onboarding logistics, including workspace preparation.</li><li>Support general administrative projects and office services requests.</li></ul>
2026-10-20T00:00:00Z

Operations Support Coordinator

San Marcos, CA
onsite
Temporary / Contract
25 - 31 USD / Hourly
A growing educational institution is seeking an Operations Support Coordinator to help keep academic programs, faculty initiatives, and student-facing operations running smoothly. This position is ideal for someone who enjoys coordinating multiple moving pieces, improving administrative workflows, and supporting a mission-driven organization. Working alongside academic leadership and department staff, the coordinator will manage schedules, track program documentation, support purchasing and budget processes, and help ensure students and faculty receive timely administrative support. Candidates with experience in higher education, school administration, or educational program coordination are encouraged to apply.Key Responsibilities<ul><li>Coordinate administrative operations for academic departments, student programs, and faculty initiatives.</li><li>Maintain calendars, meeting schedules, agendas, and follow-up action items.</li><li>Track program deadlines, enrollment-related documentation, and departmental deliverables.</li><li>Assist with purchase requests, expense tracking, budget records, and invoice routing.</li><li>Prepare spreadsheets, presentations, reports, and internal communications.</li><li>Coordinate workshops, orientations, faculty meetings, and student events.</li><li>Serve as a liaison between department leadership and campus support teams.</li><li>Maintain organized electronic records and confidential student or employee information.</li><li>Monitor outstanding requests and follow up with staff to keep projects on schedule.</li><li>Identify workflow inefficiencies and recommend practical administrative improvements.</li></ul>
2026-10-26T00:00:00Z

Operations Coordinator

Newport Beach, CA
onsite
Temporary / Contract
23.75 - 27.5 USD / Hourly
We are looking for an organized Operations Coordinator to support the day-to-day performance of a growing clinic in Newport Beach, California. This Contract position is ideal for someone who can balance administrative precision, team coordination, and client-facing responsiveness while helping improve internal workflows. The person in this role will contribute to a smooth office experience by keeping schedules accurate, tracking key operational details, and supporting both staff and patient needs. Responsibilities: • Oversee daily administrative and operational activities to help the clinic stay organized, efficient, and on schedule. • Review recurring task lists, verify completion, and follow up with team members to address missed or delayed items. • Evaluate existing procedures, recommend practical workflow improvements, and assist with putting updated processes into practice. • Respond to patient and client inquiries in a timely manner, stepping in directly when additional support is needed to maintain strong service levels. • Monitor appointment calendars for conflicts, prevent scheduling errors, and confirm patients are booked appropriately throughout their care plans. • Support front desk operations by helping ensure service charges are entered accurately and patient account details are maintained correctly. • Maintain operational tracking documents by recording revenue figures, patient activity, and lead information with accuracy. • Manage clinic supply levels, place replenishment orders before shortages occur, and help keep credentialing and insurance records current. • Coordinate daily priorities for a small support team, check progress regularly, and assist with onboarding activities for new team members. • Provide logistical support for community workshops and contribute light editing assistance for digital content such as videos or podcasts when needed.
2026-10-29T00:00:00Z

Office Manager

Newport Beach, CA
onsite
Temporary / Contract
34.0385 - 43 USD / Hourly
We are looking for an organized and service-focused Office Manager to support daily operations in Newport Beach, California. This Contract position is ideal for someone who thrives in a fast-moving environment, creates a welcoming experience for clients and staff, and keeps administrative processes running smoothly. The role blends front office coordination, operational support, and team-facing responsibilities, with opportunities to contribute to hiring and HR-related activities. Candidates with experience in healthcare, wellness, or similar service-oriented settings will be especially well suited for this opportunity. Responsibilities: • Oversee day-to-day office operations to ensure an efficient, detail-oriented, and well-organized workplace. • Welcome visitors and serve as a primary point of contact, delivering a positive and attentive customer experience. • Manage office inventory by ordering, tracking, and replenishing supplies to support uninterrupted business operations. • Handle administrative tasks such as scheduling, document coordination, record maintenance, and general office support. • Assist with accounts payable activities, including invoice processing, tracking expenses, and supporting accurate financial documentation. • Build strong working relationships with clients, vendors, and internal team members to support collaboration and service excellence. • Contribute to recruiting and HR support activities, including interview coordination, onboarding preparation, and related administrative follow-up. • Maintain organized systems and processes that help the office operate effectively in a high-volume environment.
2026-10-29T00:00:00Z

Payroll Coordinator

San Diego, CA
onsite
Temporary to Hire
25 - 30 USD / Hourly
We are looking for a Payroll Coordinator to support payroll operations for a growing real estate property and facilities management organization in San Diego, California. This contract-to-permanent position is a strong fit for someone with hands-on payroll experience who enjoys working closely with payroll and HR partners in a collaborative hybrid environment. The role focuses on timely and accurate payroll processing, employee support related to pay and leave balances, and consistent handling of payroll records for a workforce of approximately 500 employees. Responsibilities: • Process bi-monthly payroll for approximately 500 employees, with a primary focus on non-exempt team members, while maintaining accuracy and timeliness. • Partner with the Payroll Manager and HR team to review payroll data, resolve discrepancies, and support smooth payroll cycles from start to finish. • Respond to employee questions related to pay, vacation accruals, and sick time balances, providing clear and helpful assistance. • Prepare and distribute physical payroll checks during designated in-office days in a hybrid work arrangement. • Maintain payroll records and supporting documentation, including year-end materials such as W-2 related information. • Enter, verify, and reconcile payroll changes such as earnings, deductions, and other compensation components as needed. • Assist with payroll activities that may involve employees across multiple states, including California and other western states, when applicable. • Use payroll systems and spreadsheets to audit information, track updates, and support accurate reporting. • Help ensure payroll practices align with company procedures and applicable wage and hour requirements.
2026-10-29T00:00:00Z

Front Desk Coordinator

San Marcos, CA
onsite
Temporary / Contract
20 - 23 USD / Hourly
We are looking for a Front Desk Coordinator to support daily office operations for a Contract position based in California. This role is ideal for someone who enjoys keeping administrative processes organized, managing front office activity, and ensuring documents and invoices are handled accurately. The right candidate will bring strong attention to detail, clear communication skills, and the ability to balance reception coverage with clerical support in a busy environment. Responsibilities: • Welcome visitors, answer incoming calls on a multi-line phone system, and provide attentive front desk support throughout the workday. • Receive mailed documents and payments, sort incoming correspondence, and direct invoices and related materials to the appropriate project or internal contact. • Prepare outgoing mail and distribute checks, invoices, and supporting paperwork to project administration staff as needed. • Enter invoice information into accounting or business systems with a high level of accuracy and maintain organized electronic records. • Scan drawings and other project documentation into Procore and ensure files are uploaded and categorized correctly. • Assist with general administrative work, including electronic document handling, data entry, and routine office coordination tasks. • Monitor office supply levels, place orders when needed, and help maintain an orderly and fully stocked workplace. • Complete end-of-day office checks to confirm work areas, documents, and front office operations are properly wrapped up. • Look up customer or job-related address information in internal systems to support invoice processing and document distribution.
2026-10-29T00:00:00Z

Front Desk Coordinator

San Diego, CA
onsite
Temporary / Contract
22 - 25 USD / Hourly
We are seeking a professional and organized Front Desk Coordinator to manage daily front office operations and create a welcoming experience for visitors, clients, and staff. The ideal candidate will have strong communication skills, and the ability to handle administrative and customer-facing responsibilities in a fast-paced environment. Key Responsibilities:<ul><li>Greet visitors, clients, and employees in a friendly and professional manner.</li><li>Answer and direct incoming phone calls and respond to general inquiries.</li><li>Manage front desk operations, including mail distribution, package handling, and visitor check-in.</li><li>Coordinate meeting rooms, appointments, and office schedules as needed.</li><li>Maintain a clean, organized, and professional reception area.</li><li>Assist with administrative tasks such as data entry, filing, scanning, and document preparation.</li><li>Support office operations by ordering supplies and assisting with general clerical duties.</li></ul>
2026-10-14T00:00:00Z

Front Desk Coordinator

San Diego, CA
onsite
Temporary / Contract
21 - 23 USD / Hourly
Our client is seeking a professional and organized Front Desk Coordinator to serve as the first point of contact for visitors, clients, and employees while supporting daily front office operations. This role is ideal for someone with strong customer service skills, and the ability to manage multiple administrative tasks in a fast-paced environment. Key Responsibilities<ul><li>Greet visitors, clients, and staff in a friendly and professional manner</li><li>Answer and route incoming phone calls</li><li>Maintain a clean, organized, and welcoming front desk and reception area</li><li>Manage incoming and outgoing mail, packages, and deliveries</li><li>Coordinate conference rooms, meetings, and visitor schedules</li><li>Assist with administrative tasks such as data entry, filing, scanning, and document preparation</li><li>Monitor office supplies and place orders as needed</li><li>Support office security procedures, visitor logs, and badge distribution</li><li>Provide general administrative and clerical support to office staff and leadership</li></ul>
2026-10-14T00:00:00Z

Front Desk Coordinator

San Diego, CA
onsite
Temporary / Contract
20 - 23 USD / Hourly
We are seeking a friendly, organized, and patient-focused Front Desk Coordinator to support daily operations in a medical office. This individual will serve as the first point of contact for patients, helping create a welcoming and professional environment while ensuring appointments, patient records, and front office workflows are managed efficiently.The ideal candidate has strong customer service skills, excellent attention to detail, and the ability to multitask in a fast-paced healthcare setting while maintaining patient confidentiality. Key Responsibilities<ul><li>Greet patients and visitors, assist with check-in and check-out, and provide a welcoming front desk experience.</li><li>Answer incoming phone calls, respond to patient inquiries, and direct calls to the appropriate staff members.</li><li>Schedule, confirm, and reschedule patient appointments while maintaining accurate provider calendars.</li><li>Verify patient demographic information, insurance details, and eligibility as needed.</li><li>Collect copayments, process patient payments, and maintain accurate transaction records.</li><li>Maintain and update electronic health records (EHR) and patient information in accordance with office procedures.</li><li>Obtain, organize, and process patient forms, referrals, authorizations, and other documentation.</li><li>Coordinate communication between patients, providers, clinical staff, and external offices.</li><li>Respond to patient questions professionally and assist with resolving scheduling or administrative concerns.</li><li>Maintain organized patient files and ensure all documentation is accurate and complete.</li><li>Follow HIPAA regulations and organizational policies to protect confidential patient information.</li><li>Monitor office supplies, maintain a clean and organized reception area, and assist with general administrative tasks.</li><li>Support the medical team with additional clerical and operational responsibilities as needed.</li></ul>
2026-10-16T00:00:00Z

Office Assistant

Carlsbad, CA
onsite
Temporary / Contract
20 - 25 USD / Hourly
A local government department is seeking a dependable Office Assistant to support daily clerical operations, document management, and internal service requests. This opportunity is ideal for someone who enjoys organized, detail-oriented work and wants to gain experience in a structured public-sector environment. The successful candidate will help maintain records, process incoming correspondence, assist with data entry, and provide general administrative support to department staff. Experience in a city office, public agency, school district, or other regulated administrative setting is a plus. What You’ll Do<ul><li>Sort, scan, file, and retrieve documents for electronic and physical recordkeeping.</li><li>Enter information into departmental databases and verify records for accuracy.</li><li>Route incoming mail, invoices, forms, and correspondence to the appropriate staff.</li><li>Assist with records requests by locating and organizing responsive documents for review.</li><li>Answer routine phone calls and direct inquiries to the appropriate department.</li><li>Maintain spreadsheets, filing systems, supply inventories, and office logs.</li><li>Prepare documents, labels, forms, and basic reports using Microsoft Office.</li><li>Assist with meeting preparation, room scheduling, and document distribution.</li><li>Track paperwork requiring signatures, approvals, or additional information.</li><li>Follow established procedures for document retention and confidential information.</li><li>Provide backup clerical support to other administrative staff as needed.</li></ul>
2026-10-26T00:00:00Z

Office Assistant

Santee, CA
onsite
Temporary / Contract
22 - 25 USD / Hourly
Position OverviewOur client, a manufacturing company, is seeking a dependable and organized Office Assistant to support daily administrative operations and ensure the office runs efficiently. This individual will assist with data entry, document management, phone coverage, filing, and general office coordination while supporting various departments, including operations, production, and customer service. The ideal candidate is detail-oriented, proactive, and comfortable working in a fast-paced manufacturing environment.Key Responsibilities<ul><li>Provide general administrative support to ensure smooth day-to-day office operations.</li><li>Answer incoming phone calls, respond to inquiries, and direct calls to the appropriate departments.</li><li>Perform data entry and maintain accurate records, spreadsheets, and internal databases.</li><li>Organize, file, scan, and maintain documents, invoices, purchase orders, and other business records.</li><li>Assist with processing orders, preparing paperwork, and maintaining accurate customer and vendor information.</li><li>Support shipping, receiving, and production teams with administrative documentation and recordkeeping as needed.</li><li>Coordinate office supplies, place orders, and maintain an organized office environment.</li><li>Assist with scheduling meetings, managing calendars, and coordinating internal communications.</li><li>Communicate professionally with vendors, customers, and internal team members to address routine questions and requests.</li><li>Assist with special projects and additional administrative tasks as assigned.</li></ul>
2026-10-23T00:00:00Z

Accounts Payable Coordinator

Mission Viejo, CA
onsite
Temporary / Contract
30.4 - 35 USD / Hourly
We are looking for an Accounts Payable Coordinator to support a manufacturing organization in Mission Viejo, California on Contract to Permanent basis. This role is well suited for someone who enjoys high-volume invoice work, keeps records organized, and can manage payment activity with accuracy and consistency. Responsibilities:• Process a high volume of supplier invoices each month, ensuring entries are recorded accurately and in a timely manner within the ERP system.• Review and apply proper coding to invoices, credit memos, and debit memos before posting for payment.• Prepare and complete scheduled check runs while maintaining strong attention to deadlines and supporting documentation.• Set up new vendors in the accounting system and verify required information to maintain complete and accurate records.• Coordinate ACH payment setup and help ensure electronic payment details are entered correctly and securely.• Record and maintain 1099-related data to support year-end reporting requirements.• Monitor accounts payable activity, identify discrepancies, and follow up as needed to resolve invoice or payment issues.• Work closely with the accounting team to support daily payable operations using Great Plains and related accounting processes.
2026-10-28T00:00:00Z

Scheduling Coordinator

Oceanside, CA
onsite
Temporary / Contract
22 - 27 USD / Hourly
obert Half is looking for a friendly, detail-oriented Patient Access & Scheduling Coordinator to support a busy healthcare practice in Escondido! This opportunity is ideal for someone who enjoys helping people, managing a steady flow of calls, and making sure appointments and patient information are handled correctly. You'll be an important part of the front-end patient experience, helping the clinical team stay organized while ensuring patients receive timely and professional service.The right candidate is calm under pressure, comfortable working with confidential information, and able to shift between scheduling, registration, and administrative tasks throughout the day.Responsibilities Include:<ul><li>Answer incoming calls and assist patients with appointment scheduling and general questions.</li><li>Schedule, confirm, reschedule, and cancel appointments according to office procedures.</li><li>Register new patients and update demographic, insurance, and contact information.</li><li>Verify insurance details and flag missing or incomplete registration information.</li><li>Collect and organize required intake forms and patient documentation.</li><li>Communicate appointment instructions, preparation requirements, and follow-up details.</li><li>Coordinate appointment changes with clinical staff and other departments.</li><li>Monitor scheduling queues and help fill appointment openings when cancellations occur.</li><li>Maintain accurate electronic records and follow established privacy procedures.</li><li>Route billing, referral, authorization, and clinical questions to the appropriate team.</li><li>Track pending referrals or authorizations and follow up on outstanding items.</li><li>Assist with scanning, filing, and other front-office administrative tasks.</li><li>Provide professional, empathetic service when addressing patient concerns.</li></ul>
2026-10-15T00:00:00Z

13 results for Office Operations Coordinator in Carlsbad, CA