Job Description

Administrative Front Desk Specialist

Location: Hayward, CA

Pay Range: $23 hourly

Position Overview

We are seeking a detail-oriented and proactive Administrative Front Desk Specialist to become the core support for our office's efficient operations. You will play a dual role: serving as the first-line representative of the company image, responsible for front desk reception and daily liaison; and acting as the reliable cornerstone for office operations, ensuring a smooth-running work environment, supply management, and basic services. If you excel at multitasking, have a keen eye for detail, and enjoy supporting a team in a dynamic environment, we look forward to your application.

Key Responsibilities

1. Front Desk Reception & Switchboard Services

• Manage front desk reception, including guest registration and escorting, providing a professional and friendly first impression.
• Answer the main switchboard, properly handle call routing, message taking, and basic inquiries.
• Receive, sort, and distribute daily mail, courier packages, and parcels.

2. Procurement & Vendor Management

• Responsible for the procurement, inventory management, and expense tracking of daily office supplies and consumables.
• Coordinate maintenance, services (e.g., plants, drinking water, cleaning), and related liaisons for site facilities.
• Source, manage, and maintain relationships with relevant vendors, conduct price comparisons, place orders, and perform follow-ups.

3. Logistics & Document Management

• Handle the reception, registration, documentation signing (check-in) for arriving trucks (logistics), and coordinate with internal departments for goods receipt.
• Establish and maintain systematic filing systems (both physical and electronic), ensuring easy retrieval and secure storage of important documents.
• Assist in the preparation, photocopying, scanning, and organization of routine administrative documents.

4. Office Operations Support

• Maintain the cleanliness, order, and aesthetic appearance of the front desk, meeting rooms, common office areas, and reception zones.
• Assist in meeting arrangements, travel bookings, and basic expense report compilation.
• Proactively assist team members and supervisors with various assigned administrative tasks, supporting team activities and projects.

Qualifications

• Education & Experience: College diploma or above, preferably in Administration, Secretarial Studies, Business Management, or a related field. 1+ years of experience in an administrative, front desk, or office assistant role is advantageous. Fresh graduates with outstanding potential are also welcome to apply.

Skills & Competencies:

• Excellent communication and interpersonal skills with a strong customer service orientation.
• Strong organizational, coordination, and multitasking abilities; meticulous and methodical work style.
• Proficient in Microsoft Office Suite (Word, Excel, Outlook).
• Basic procurement knowledge and vendor communication skills.
• Ability to work independently while being a strong team player.
• Personal Attributes: Professional appearance, cheerful personality, strong sense of responsibility, good adaptability, and capable of thriving in a fast-paced work environment.

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