Overview
Front Office Administrative Assistant Jobs in Redwood City, CA at Fox Landscape
Position Summary
The front office administrative assistant provides essential operational, clerical, and HR support to ensure the office runs efficiently. This role serves as the first point of contact for visitors while providing high-level administrative assistance to all office staff. The ideal candidate is highly organized, proactive, friendly, approachable, and capable of managing diverse tasks ranging from HR support to inventory management and executive scheduling.
Core Responsibilities
Front Office & Reception
· Visitor Management: Professionally welcome guests, assist job applicants, and maintain a clean, organized lobby environment to ensure a positive first impression.
· Communication: Manage the multi-line phone system, take detailed messages, and direct calls to the appropriate team members.
· Mail & Logistics: Process incoming/outgoing mail (USPS, FedEx, UPS, Amazon, etc.); manage returns and ensure prompt distribution of packages to managers to keep common areas clear.
· Clerical Support: Assist management with high-volume copying, scanning, and digital/physical filing.
· Regulatory Filing: Maintain organized databases for NDAs, safety meeting topics, SDS updates, and incident reports.
Management Support
· Meeting Coordination: Order catering for meetings and coordinate bi-weekly safety tailgate meetings and translation.
· Expense Tracking: Maintain a dedicated spreadsheet for all purchases, attaching receipts and noting the business purpose/department for each expense for accounting.
HR Support
- Recruitment Support: Greet job applicants, distribute employment applications, and assist the with scheduling interviews.
- Documentation Support: Prepares onboarding packets and bi-weekly safety tailgates documentation.
- Systems Support: Act as the internal point of contact for employees regarding HRIS password resets and updates to personal information.
Facilities & Inventory Management
· Kitchen & Common Areas: Maintain a neat and stocked kitchen daily; update the community calendar in the kitchen.
· Stocking & Procurement: Monitor and replenish office and maintenance supplies
o Weekly: Instacart orders for fresh items (creamer, etc.).
o Monthly: Bulk orders from Costco (snacks) and Office Depot (office supplies/paper).
· Facilities: Ensure back storage and restrooms are consistently stocked with essentials (paper towels/toilet paper).
Required Skills & QualificationsCore Requirements
· Experience: Minimum of one year of experience in administrative support, office coordination, or a similar professional support function.
· Driving & Mobility: Possession of a valid Driver’s License with a clean driving record (MVR) for insurance purposes; ability to perform errands or local travel as needed.
· Bilingual Proficiency (English/Spanish): Fluency in written and verbal communication in both languages required.
· Digital Literacy: Proficiency in Microsoft Office and familiarity with HRIS systems.
Core Competencies
- Discretion & Integrity: Ability to handle sensitive employee information and executive matters with a high level of confidentiality.
- Communication: Strong verbal and written communication skills for professional interaction with staff, executives, and the public.
- Time Management: Exceptional organizational skills and the ability to prioritize competing tasks in a fast-paced environment.
- Proactivity: A self-starter mindset with the ability to anticipate office needs before they arise.
Pay: $27.00 – $28.00 per hour
Benefits:
- 401(k)
- Dental insurance
- Health insurance
- Paid time off
- Vision insurance
Work Location: In person
Title: Front Office Administrative Assistant
Company: Fox Landscape
Location: Redwood City, CA
