Administrative Specialist/Receptionist

Job Title: Administrative Specialist/Receptionist Department/Unit: Operations Position Scope: This is a nonexempt position that, under the general direction of the Operations Manager or their designee, is responsible for providing high-level administrative support to the Executive Leadership Team in Corona, as well as other leadership staff. Key responsibilities include oversight of the building, coordinating meeting calendars, managing special projects, and handling purchasing activities such as ordering office supplies and tracking deliveries. Essential Duties: 1. Provide administrative support to Executives, the Operations Manager, and other assigned leadership staff. 2. Answer questions, follow up on delegated tasks, and maintain smooth administrative operations. 3. Assist Executive Leadership with monitoring, drafting, editing, and distributing emails, memos, and other communications. 4. Monitor and manage ad hoc projects at the request of Executive Leadership, including planning, tracking deadlines, and delivering satisfactory results. 5. Manage and maintain corporate office calendars, including complex meeting, travel, and personal schedules. 6. Coordinate and schedule meetings on behalf of Executive Leadership; prepare meeting materials, handle logistics, and record minutes and notes. 7. Arrange travel and accommodation for Executive Staff. 8. Serve as committee administrator, coordinating committees (e.g., event planning), acting as a point of contact, and supporting goal achievement. 9. Develop and maintain a company partner directory, including property contacts, building vendors, city contacts, and other stakeholders. 10. Oversee general building operations; conduct inspections, report repair needs, and assist with scheduling and organizing maintenance. Maintain the billboard display as required. 11. Maintain office supply inventory, collect approved requests, place orders with vendors, verify deliveries, and keep purchasing records for accounting and compliance. 12. Handle administrative tasks such as filing, generating reports, and preparing presentations and reference tools for office equipment use. 13. Act as a liaison on behalf of Executive Leadership and the Company with other departments, outside agencies, vendors, and high-level staff, while handling confidential and sensitive information. 14. Answer a multi-line telephone system, documenting all incoming and outgoing calls, transferring calls, recording messages, and providing accurate information. 15. Maintain tracking logs, including employee call-in logs, telephone logs, reception logs, visitor logs, and similar records. 16. Receive, review, and distribute incoming mail promptly to the appropriate departments or employees. 17. Welcome visitors in a professional, friendly manner and provide assistance as needed. 18. Assist with tasks in other departments (e.g., HR, Accounting) as needed. 19. Ensure accurate use of and compliance with all administrative-related company platforms. 20. Continuously strive to provide excellent customer service, strong interpersonal communication, and reliable, accurate information. Secondary Duties: 1. Assist in other administrative areas of the organization when needed. 2. As needed, will send reminders to administrative staff. 3. Assist with departmental projects. 4. Attend all mandatory meetings in a timely manner. 5. Attend company events to provide support when needed. Education, Experience and Skills Required: 1. High school diploma or equivalent (GED) plus associates degree in business administration, or a related field of study (2 years of experience may be substituted for 1 year of post-secondary education). 2. Prior administrative support /or secretary experience (1-2 years preferred). 3. Ability to read, write and communicate effectively in English and Spanish (Bilingual Preferred). 4. Ability to type 30 wpm and do basic business arithmetic. 5. Excellent time management skills with a proven ability to meet deadlines. 6. Ability to function well in a high-paced environment. 7. Practical application of MS Access, MS Excel, MS Outlook, MS PowerPoint, and MS Word for Windows required. 8. Practical application of HelloSign and/or DocuSign and other cloud-based e-signature solutions/digital platforms. 9. Ability to use standard office machines such as a personal computer, calculator, copier, fax machine, telephone, etc. 10. Ability to utilize video and audio conferencing and online chat-based platforms such as Zoom. 11. Valid California Drivers License. Physical Requirements: Visual/hearing ability sufficient to comprehend written/verbal and telephone communication. Ability to sit for long periods, standing, computer entry, walking, repeated bending, lifting, and carrying up to 20 lbs., reaching. Ability to travel within and outside the county. Environmental Requirements: Must be able to work indoors in a predominantly sedentary position. Wide range of physical motion required to include bending, twisting, standing, walking, carrying boxes and supplies, sitting for long periods of time, answering the telephone, using hands to type and enter data and perform a wide range of office and clerical duties. Also, must be able to greet staff members, participants, and community members in a pleasant and professional manner on a consistent basis. Must consistently maintain composure and meet office challenges with maturity, objectively and strive to always deliver the utmost in customer service. Scheduling and Availability: Working hours generally are from 8:00 am to 5:00 pm, Monday through Friday with an hour for lunch. Employee must be willing to work overtime when requested and willing to assist other departments during staffing shortages as needed. Position is 40 hours per week.