POSITION OVERVIEW:
The Office Support Specialist serves as the primary point of contact for clients, visitors, and staff, offering professional and welcoming reception services while ensuring the front office and common areas remain clean, organized, and efficient throughout the day. This position plays a key role in ensuring the smooth daily operations of the organization by providing high-level administrative and facilities coordination. This position is responsible for managing shared space calendars (including breakrooms, lactation rooms, and conference rooms), supporting scheduling needs for key staff (including executives, therapists, and program leaders), and acts as the central point of communication for the Southland office by following office workflow procedures to ensure maximum efficiency; operates the central phone console, greet all callers and/or incoming visitors/clients, and performs routine administrative and personnel duties as assigned. The Office Support Specialist will report to the Director of Administration & Facilities and collaborate closely with the Lead Facilities and Administrative Coordinator.
This role will uphold and champion the agency’s mission, vision, and values and contribute to a collaborative and inclusive work culture.
Schedule: Monday-Friday 8:30 a.m. - 4:30 p.m. (hours may vary; dependent on coverage needs)
Essential Job Functions and Responsibilities:
Reception, Client Services, Administrative Support
- Greet and assist staff, visitors, and clients in a warm, professional manner, both in person and on the phone, answering questions or referring inquiries.
- Guides and directs visitors to their scheduled appointments
- Maintain up-to-date employee and department directories.
- Provide clear directions to visitors and ensure they are accurately signed in and out of the office.
- Maintain voicemail and shared email inboxes, and promptly forward messages to the appropriate staff.
- Maintain the cleanliness and organization of the reception area to ensure it is neat and clutter-free.
- Manage incoming and outgoing mail deliveries, as well as supply orders.
- Distribute incoming mail, packages, deliveries, and faxes; mark items “received” and route immediately.
- Track and reorder office supplies and equipment.
- Create and send monthly reports to leaders.
- Assist in preparing reports, presentations, and correspondence as needed.
Office & Facility Maintenance
- Maintain the cleanliness and organization of the breakroom’s spaces, keeping them neat and clutter-free throughout the shift.
- Conduct a final clean-up of all common areas before the end of their shift (i.e., Breakrooms, conference rooms, lobby, and printer area)
- Support facility requests (i.e., Supplies restocking, breakroom coordination)
- Order and track inventory of office supplies, PPE, and staff SWAG items.
- Maintain the photocopy machine and ensure it is supplied with sufficient paper and ink.
- Coordinate logistics for meetings, trainings, and internal events (e.g., reserving rooms, setting up refreshments, etc.).
- Supports safety initiatives, which may include providing support at meetings, monitoring the communication system, and other related tasks.
- Ensure the evacuation map and fire extinguishers are up to date.
- Ensure that all staff are aware of the designated suite exits and informed of evacuation procedures.
- Responsible for carrying the emergency binder during drills and actual evacuations.
Calendar & Scheduling Management
- Maintain and coordinate shared calendars for breakrooms, lactation rooms, conference rooms, therapy rooms, and other communal spaces.
- Schedule and confirm appointments, meetings, and events for executives, clinicians, and key program leaders as requested.
- Send calendar invites, reminders, and ensure proper meeting logistics (Zoom links, room setup, materials, etc.)
- Resolve scheduling conflicts and ensure time management for leadership and team events.
Departmental Support
- Provide general administrative support to the Director of Administration and the Facilities and Operations Department.
- Provide administrative support to staff and leadership, including data entry, filing, and documentation preparation (e.g., HR and Finance Department)
- Assist with onboarding new staff by preparing desks, cubicles, and office supplies.
Other
- Being able to have sound judgment around crisis escalation needs, to know when to get a clinical staff person and/or director, especially when it comes to clients in crisis who need help
- Attend trainings and participate in events relevant to key responsibilities.
- Track and regularly report on key metrics for responsible function areas
- Leads and collaborates on special projects related to agency objectives as appropriate
- Proactively identify downtime tasks (e.g., tidying supply areas, organizing storage, and updating internal signage).
- Maintain a clean and welcoming environment at all times
- Contribute to cross-departmental support and team efforts as assigned
