Front Desk Coordinator

Position Details 

Title: Front Desk Coordinator (Bilingual Spanish)

Classification: Regular Full Time (1.0 FTE), Non-exempt (Hourly), 40 hours/week

Location: Oakland, CA / In-person

Regular Work Schedule: Monday-Friday

Compensation:

• $26.00-$28.00 per hour

We are seeking a proactive and dependable Front Desk Coordinator to serve as the primary welcoming face of the WestCoast Children's Clinic office. In this role, you will oversee daily administrative operations, coordinate facilities and events, and support staff across clinical, finance, and training departments to ensure a smooth, secure, and welcoming environment.

Key Responsibilities:

• Greet clients, staff, and visitors, directing them to their correct destinations.
• Answer and redirect incoming phone calls on a multi-line system and forward website inquiries.
• Handle incoming and outgoing mail and packages, including logging deliveries, creating shipping labels, and distributing items.
• Provide immediate responses to building safety and emergency issues, helping maintain a safe and sustainable work environment.
• Issue parking passes to new staff and coordinate paycheck distribution with the finance team.
• Assist clinical, QA, and other staff with mailing documentation and packages to outside partners and clients.
• Navigate and maintain organizational Google calendars, collaborating cross-departmentally for accuracy.
• Manage inventory, ordering, and ad-hoc requests for office supplies, program treatment materials, swag, and ergonomic needs.
• Assist the Facilities Coordinator with events and collaborate closely with the Facilities Manager on various projects.
• Interact with all staff and clients in a manner that demonstrates ownership and builds trust.

Key Qualifications:

• BA/BS preferred
• At least two (2) years of reception/office administrative experience
• Written and spoken fluency in Spanish required*

Competencies (skills, abilities and knowledge):

• Professional demeanor and client-focused customer service in high-stress, intensive clinical environments
• Excellent oral and written communication skills for clear information exchange across all levels
• Strong ability to multitask with high attention to detail, time management, and initiative
• Versatile team player who works effectively both independently and within multidisciplinary teams
• Deep awareness of race, class, and ethnicity issues with extensive experience serving diverse communities
• Creative problem-solver capable of managing complex tasks like agency-wide calendaring
• Highly reliable with strict adherence to file, document, and client confidentiality standards
• Proficient in MS Office (Excel, PowerPoint), Google Workspace, Mac OS, Asana, Neon, Airtable, Welligent, and Zoom

*Spanish Language Proficiency Requirement

This is a bilingual Spanish/English position. Candidates must demonstrate advanced Spanish language proficiency in order to effectively provide services to Spanish-speaking clients and families.

Final candidates will be required to complete an ALTA Language Proficiency Test administered by WestCoast Children's Clinic and must achieve a minimum score of Level 9 (Advanced) to qualify for the position.

A Level 9 proficiency indicates the ability to:

• Participate in in-depth conversations in Spanish across a broad range of topics at a normal rate of speech
• Understand most spoken Spanish in professional and conversational contexts, using context to interpret unfamiliar slang, idioms, or complex grammar
• Communicate clearly and effectively on a wide range of subjects, even if some grammatical errors or a noticeable accent are present
• Be readily understood by native Spanish speakers without causing misunderstanding
• WestCoast Children's Clinic will provide the ALTA language assessment to eligible candidates during the hiring process.