We are looking for a Contract Administrative Coordinator to support client services operations in San Mateo, California. This position serves as a key point of contact for visitors and callers while helping keep front office and intake activities organized, responsive, and welcoming. The role requires strong bilingual communication in English and Spanish, as many community members prefer services in Spanish. This individual will also contribute administrative support across the department and provide flexible assistance during seasonal programs and special events.
Responsibilities:
- Coordinate appointments, manage calendars, and help maintain an efficient daily schedule for client services activities.
- Oversee reception and front desk operations by greeting visitors, responding to inquiries, and directing clients to the appropriate resources in English and Spanish.
- Handle core administrative work such as data entry, document scanning, digital file management, records upkeep, and preparation of requested reports.
- Maintain office readiness by monitoring supplies, supporting shared equipment, and helping keep common work areas safe, orderly, and well maintained.
- Provide intake support when needed, including gathering information, assisting with basic service navigation, and connecting clients with relevant programs.
- Support department staff with day-to-day coordination tasks and collaborate with leadership to improve administrative workflows and office processes.
- Assist with seasonal holiday initiatives and other special events, including occasional early morning, evening, weekend, or holiday coverage as assigned.
- Help guide and support volunteers assigned to programs or event-related activities when supervision assistance is needed.
- Travel between organizational sites as required to provide administrative and program support.
- Minimum of 2 years of experience in administrative, front office, reception, or client services support roles.
- Full bilingual proficiency in English and Spanish, including the ability to communicate clearly with Spanish-speaking constituents in both spoken and written formats.
- Strong working knowledge of Microsoft Office applications and Windows-based systems, with the ability to learn new databases and software tools quickly.
- Demonstrated skill in scheduling, calendar coordination, inbound call handling, and general administrative assistance.
- Excellent organizational and multitasking abilities with careful attention to accuracy, timeliness, and follow-through.
- Comfortable managing records, entering data, and working with cloud-based or client management systems; familiarity with Salesforce or similar platforms is preferred.
- Flexibility to support occasional offsite events and adjusted schedules, including some early mornings, evenings, weekends, and holiday periods.
- Ability to work effectively in a team environment while maintaining professionalism, sound judgment, and a service-focused approach.