About Coastside Hope
Coastside Hope was established in 1976 as a 501(c)(3) non-profit human services agency to benefit the residents of the San Mateo County Coastside. The agency was previously known as the Coastside Opportunity Center but changed our name in 2006 to better reflect what we bring to our clients … hope for a better life and a more secure future. Coastside Hope’s mission is to provide necessities to enhance quality of life for all our neighbors. Our guiding principle is “Necessities for today, Opportunities for tomorrow.” We provide: Necessities in the form of food, clothing, housing assistance, online application for government benefits, referrals, and other support when neighbors need it most; Opportunities in the form of free citizenship classes, free tax preparation services, and connections to programs and services of other organizations so that neighbors have the chance to achieve more. We strengthen families and our community at large through our direct services and our partnerships with local agencies, businesses, schools, civic organizations, and faith groups. Each year we touch the lives of About 14% of the people in our service area, serving over 4,000 people including more than 1,000 children.
Position Summary
The Front Desk Administrative Assistant is a key member of Coastside Hope’s staff, providing critical support to the organization, supporting staff and clients with a variety of duties including, Safety Net programs registration, office organization, client interaction, office daily maintenance, general office administrative tasks, data entry and supply ordering. This position requires someone who will act as the ‘face’ of our company and ensure clients and partners receive a heartwarming welcome. This individual has impeccable attention to detail, the ability to manage multiple projects and tasks at the same time, an understanding of how to prioritize work (and when to ask for help doing so), a strong sense of confidentiality, a great attitude and a genuine enjoyment for helping colleagues and clients. This person must be fluent in both English and Spanish.
Essential Duties and Responsibilities:
• Answering phones, transferring calls, and greeting clients in person in a friendly, kind and pleasant manner.
• Ensure timely and accurate customer service.
• Taking and ensuring messages are passed to the appropriate staff member in time
• Providing information about Coastside Hope’s programs, including referrals, as appropriate.
• Maintaining safety and hygiene standards of common areas such as lobby, hallways, and bathrooms.
• Managing office inventory such as stationery, general supplies, equipment and furniture
• Receiving, sorting, distributing and dispatching daily mail and maintaining the incoming mail log.
• Registering clients for pantry services and other Safety Net programs
• Maintaining and updating the In/Out board daily.
• Receiving and photocopying documents for the case managers, immigration, and management.
• Overseeing office services like cleaners and maintenance service providers
• Assisting with the preparations of bank deposits
• Assist case managers, special programs coordinator and immigration staff with filing
documents in clients’ files.
• Providing administrative support to all staff as needed
• Assisting the Fund Development department during fundraising appeals and helping with
the coordination of special events (sometimes on evenings and weekends) as needed.
• Receiving and stocking office supplies in their respective places (supplies closet and
container).
• Assisting the pantry distribute food to clients when necessary
• Assisting the pantry program by preparing hygiene kits and other donations.
• Assisting with data entry for both programs, Safety Net and Immigration.
• Assist in the organization of special events, including donor/volunteer appreciation
events and other fundraising initiatives.
• Support to the Special Programs Coordinator with registrations and data entry.
• Helping coordinate internal and external events
• Managing meeting room availability
• Maintaining a list of vendors and calling vendors for building maintenance (plumbers,
electricians and contractors among others)
• Work flexible schedules including but not limited to early mornings, days, evenings,
weekends, and holidays.
• Actively participate in Coastside Hope meetings, development and general events.
• Other tasks as assigned.
Required skills and qualifications Requirements, Knowledge, Skill and Abilities
• Prior experience with Microsoft Office and typing
• Bilingual and bicultural English and Spanish required. Must have excellent ability to
read, write and speak Spanish and English
• Excellent communication and interpersonal skills
• Organized and resourceful
• Customer-focused
• Active listener
• Adept at prioritizing, scheduling and multitasking
• Ability to handle office equipment, such as the telephone system, printer and fax machine
• Fast and eager learner
