Front Office Coordinator NEW

Novato, California
North Bay Children

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

• Collaborations and Communication

• Provide reception support for administration, greeting guests, directing flow, receiving packages and processing incoming and outgoing mail/packages
• Will use computers, tablets/iPad, and other office equipment
• Update front office welcome display daily
• Ensure that all guests sign in and receive temporary badges, collect and maintain all guest badges for Brayton Campus

• Work Environment

• Noise level in the work environment is frequently loud
• Will work outdoors and indoors
• Will use computers, tablets, cell phone (if provided), and other office equipment
• Will work alone as well as with other peers and supervisors
• Will work with and around children ages 0 – 6

• Human Resources

• Health screening as required in section 101216(g)
• Tuberculosis test & document as specified in section 101216(g)
• Criminal Record Clerance and/or criminal records exemption (DOJ, CACI & FBI)
• Valid Driver’s License
• Child Abuse Managed Reporter Training (online)
• Employee Rights (Lic 9052)
• Proof of Immunizations for MMR, Tdap & Flu

• Current CPR & First Aid
• Covid19 Vaccination

• Physical Demands

• Health clearance by a physician
• Ability to fulfill physical requirements of the job including lifting up to 50 pounds, range of movement including squatting, bending, reaching, standing, and sitting
• Proof of current Immunizations (Measles, Pertussis, Influenza, COVID-19)
• T.B. clearance within the past year

Compensation details: 28-30 Hourly Wage

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