Front Office Operations Specialist

The Administrative Specialist serves as the first point of contact for visitors, clients, callers, and staff while supporting daily facility operations. This position provides front desk reception, administrative support, basic maintenance assistance, service request tracking, safety monitoring, and site operations coordination to help maintain a welcoming, safe, and organized environment.

The Administrative Specialist serves as the first point of contact for visitors, clients, callers, and staff while supporting daily facility operations. This position provides front desk reception, administrative support, basic maintenance assistance, service request tracking, safety monitoring, and site operations coordination to help maintain a welcoming, safe, and organized environment.

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Greets visitors, clients, callers, and staff in a friendly, professional, and helpful manner.
• Answers phones, routes calls, and directs clients and visitors to appropriate personnel.
• Tracks administrative logs, service requests, maintenance requests, packages, parking reservations, and related records.
• Creates the weekly site calendar and assists with appointments, psychiatric calls, and related coordination.
• Assists the Administrative Supervisor with front desk‑related projects, documentation, reports, training materials, and other operational needs as assigned.
• Serves as a secondary resource for the front desk team by assisting with questions, coverage needs, room reservations, visitor support, and other front desk functions when the Administrative Supervisor is unavailable.
• Regularly walking through the building and surrounding areas to identify concerns such as damaged furniture, lighting issues, plumbing problems, broken fixtures, equipment concerns, trip hazards, cleanliness issues, or other potential safety concerns.
• Any issues identified would be reported to the Lead Operations Manager or appropriate team and followed up on as needed.
• Coordinates with the Lead Operations Manager to support maintenance activities, complete minor repairs, building systems, fixtures, furniture, equipment, grounds, and site projects.
• Assists with tracking and following up on maintenance requests and operational needs, communicating issues to appropriate Operations or Facilities staff, coordinating vendor and contractor access, monitoring the status of open requests, and helping ensure projects are completed efficiently with minimal disruption to staff and services.
• Promotes a “One CII” culture by collaborating across departments, programs, and sites to support shared goals, strengthen teamwork, and ensure a consistent, organization‑wide approach to service.
• Troubleshoots operational issues, discusses concerns with supervisor, and provides status updates as needed.
• Maintains materials and supplies inventories and orders additional supplies as needed.
• Reports safety or building code compliance concerns and supports a safe environment for staff, clients, and visitors.
• Responds promptly and positively to requests for assistance from staff.

Other duties and special projects as assigned.

This job has no supervisory responsibilities.

• 1 year of administrative experience
• 1-2 years of General Maintenance/Operations experience.
• High school diploma or general education degree (GED) required.

• Punctual and dependable attendance
• Spanish/English bilingual required.
• Possesses a valid driver’s license and…