Front Office Assistant

FRONT OFFICE ASSISTANT GATEKEEPER SYSTEMS, INC. FOOTHILL RANCH, CA

At Gatekeeper Systems, we’re revolutionizing retail loss prevention and customer safety through a powerful combination of physical deterrents and cutting-edge technology—including AI, computer vision, and facial recognition. As a global leader with over 25 years of industry excellence and a growing, diverse team of 500 employees across offices in North America, Europe, Australia, and Asia , we’re driven by innovation, integrity, and impact.

Join us and be part of a mission-focused team that’s making a real difference in the future of retail, providing innovative solutions and services that redefine industry standards.

The Front Office Assistant serves as the first point of contact for visitors, clients, and vendors, ensuring a professional and welcoming experience. This role is responsible for managing front desk operations, coordinating office logistics and supplies, supporting company events, and liaising with building management and external vendors. The position reports to the Executive Assistant to the CEO and provides backup support to the Executive Assistant as needed.

Join the team at Gatekeeper Systems and watch your career grow! We offer competitive compensation and benefits packages that include:

• Attractive Total Compensation Package, including annual bonus
• Comprehensive healthcare benefits including medical, dental, and vision coverage;
  Life/ADD/LTD insurance; FSA/HSA options.
• 401(k) Plan with Employer Match
• Generous Paid Time Off (PTO) policy
• Observance of 11 paid company holidays
• Various Employee Engagement Events
• Exciting Growth Opportunities
• Positive Company Culture

• Greetand welcome visitors, clients, and vendors in a courteous and professional manner, ensuring a positive first impression of the organization.
• Manage guest sign-in procedures.
• Answer the main GKS office phone line and route calls appropriately.
• Receive and distribute incoming mail; prepare outgoing shipments and coordinate courier services (Fed Ex, UPS, USPS).
• Accept deliveries, including food orders, and notify employees for pickup.
• Manage the reception area to maintain a clean, organized, and professional appearanceat all times.
• Order, restock, and manage office, conference room, and kitchen supplies.
• Coordinate catering and food deliveries for meetings and events.
• Support office events, employee gatherings, and company celebrations.
• Liaise with building management and outside vendors on maintenance requests and service calls.
• Coordinate building access credentials,including programming and deactivating key fobsand charging accounts.
• Provide general administrative support, including scanning, filing, and document preparation.
• Offer backup support to the Executive Assistant as needed.

The requirements listed below are representative of the knowledge, skill and/or ability required.

• Customer Service Orientation — Demonstrates a friendly, approachable attitude and a genuine desire toassistothers.
• Attention to Detail — Ensures accuracy and thoroughness in all tasks and communications.
• Time Management — Effectively manages time and workload to meet deadlines and respond to competing demands.
• Problem Solving — Identifies issues and resolves them quickly, escalating to the appropriate parties when necessary.
• Adaptability — Adjusts readily to changing priorities andmaintainscomposure under pressure.
• Discretion — Handles confidential information responsibly andmaintainsa high standard of integrity.
• Excellent verbal and written communication skills.
• Strong organizational skills with the ability to multitask and prioritize effectively.
• Professional appearance and demeanor.
• Ability to work independently with minimal supervision and as part of a team.

• High school diploma or equivalent required; associate degree or relevant certification preferred.
• Minimum of one (1) year of experience in a receptionist, front desk, or customer service role preferred.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and general office equipment.
• Experience with…