Front Desk Asso

REACH envisions a world in which all people see themselves and others as valued, integrated members of society. Through our mission, we aim to transform the lives of individuals with diverse abilities by helping them discover their voice and realize their dreams.

Position Summary

The Front Desk Associate reports to the Manager of Program Innovation and Impact and serves as the first point of contact for REACH Services’ Whittier office. This position is responsible for creating a welcoming, professional, organized, and safe environment for employees, participants, families, visitors, vendors, and community partners.

In addition to managing front desk and reception responsibilities, the Front Desk Associate provides administrative and office operations support, including parking management, building access, office security procedures, and shared office space standards. The position collaborates with department directors, managers, and Human Resources to support meetings, training, new employee onboarding, and other office-based activities.

The ideal candidate is professional, welcoming, organized, dependable, and comfortable taking initiative to maintain a well-functioning office environment while providing excellent customer service.

Minimum Essential Duties and Responsibilities

Front Desk and Office Operations

· Serve as the primary point of contact for individuals entering the Whittier office.

· Greet and assist employees, participants, families, visitors, vendors, and community partners in a professional and welcoming manner.

· Answer, screen, and direct incoming telephone calls and messages.

· Provide general information about REACH programs.

· Receive and distribute mail, packages, deliveries, and other correspondence.

· Maintain visitor sign-in procedures and support office access and security protocols.

· Open the Whittier office at the start of the business day, ensuring the reception area and common areas are prepared for staff and visitors.

· Close the Whittier office at the end of the business day, following established security, facility, and closing procedures.

· Ensure doors, lights, equipment, and other designated areas are secure in accordance with REACH Services’ office procedures.

· Maintain clean, organized, and welcoming reception, kitchen, and common areas, ensuring shared spaces are appropriately stocked and maintained.

· Promote and reinforce established office standards and best practices for cleanliness, organization, and shared-space use among office staff, addressing routine concerns professionally and escalating recurring issues to management as needed.

· Coordinate routine office needs, including supplies, deliveries, facility requests, and vendor access.

· Report facility, technology, safety, or other office concerns to the appropriate staff.

· Provide professional and responsive service to employees, participants, families, visitors, vendors, and community partners.

· Respond to routine questions and direct individuals to the appropriate department or staff member.

· Exercise sound judgment when handling sensitive or confidential matters and appropriately escalate concerns.

Administrative and Department Support

· Provide administrative support to department directors and managers working from the Whittier office.

· Assist with scheduling meetings, reserving conference rooms, preparing materials, organizing documents, and other administrative needs.

· Collaborate with department directors and managers to support staff training, meetings, events, and special projects.

· Assist with training logistics, including room preparation, materials, attendance tracking, and other administrative tasks.

· Support general data entry, document preparation, scanning, filing, and electronic record organization as needed.

· Assist with special projects and other administrative responsibilities that support the effective operation of the Whittier office.

Human Resources and New Employee Support

· Collaborate with Human Resources to support the onboarding of new employees working out of the Whittier office.

· Assist with onboarding logistics, including preparing materials, coordinating workspace and office access, and directing new employees to appropriate resources.

· Help ensure new employees have a welcoming, organized, and professional first-day experience.

· Coordinate with HR and department managers regarding onboarding schedules, training requirements, parking, access, and other office-based needs.

· Maintain appropriate confidentiality when handling employee, participant, and organizational information.

Parking and Building Access Management

· Manage employee and visitor parking permits in accordance with REACH Services’ parking procedures.

· Coordinate parking validation for approved visitors, vendors, and other authorized individuals.

· Maintain accurate records of parking permits, validations, and related parking information.

· Manage the office keypad locking and access system in accordance with established security procedures.

· Distribute PIN numbers only to approved and authorized individuals.

· Maintain appropriate records of assigned access codes and promptly communicate changes, access concerns, or security issues to the appropriate supervisor.

· Ensure access codes and building security information are handled confidentially and are not shared with unauthorized individuals.

· Assist employees and approved visitors with routine access questions and concerns.

Minimum Education and Qualifications (Knowledge, Skills, and Abilities)

Required

• · High school diploma or equivalent.
• · One year of experience in reception, front desk, administrative, customer service, or a related role.
• · Strong verbal and written communication skills.
• · Strong organizational and time-management skills.
• · Ability to manage multiple priorities and frequent interruptions.
• · Professional and welcoming demeanor.
• · Ability to maintain confidentiality and exercise sound judgment.
• · Basic proficiency with Microsoft Office, including Outlook, Word, Excel, and Teams.
• · Ability to work independently while also collaborating effectively with staff across departments.
• · Excellent customer service and interpersonal skills.
• · Strong attention to detail and organizational skills.
• · Ability to prioritize work and meet deadlines.
• · Ability to communicate professionally with individuals at all levels of the organization.
• · Ability to handle confidential information with discretion.
• · Strong problem-solving skills and good judgment.
• · Ability to learn new technology, systems, and procedures.

Other Requirements

• Must be at least 18 years of age.
• Successfully complete health and fingerprint screenings.
• Complete a Criminal Record Statement before employment and pass Live Scan.
• Must have reliable transportation.

Minimum Education and Qualifications (Knowledge, Skills, and Abilities)

Required

· High school diploma or equivalent.

· One year of experience in reception, front desk, administrative, customer service, or a related role.

· Strong verbal and written communication skills.

· Strong organizational and time-management skills.

· Ability to manage multiple priorities and frequent interruptions.

· Professional and welcoming demeanor.

· Ability to maintain confidentiality and exercise sound judgment.

· Basic proficiency with Microsoft Office, including Outlook, Word, Excel, and Teams.

· Ability to work independently while also collaborating effectively with staff across departments.

· Excellent customer service and interpersonal skills.

· Strong attention to detail and organizational skills.

· Ability to prioritize work and meet deadlines.

· Ability to communicate professionally with individuals at all levels of the organization.

· Ability to handle confidential information with discretion.

· Strong problem-solving skills and good judgment.

· Ability to learn new technology, systems, and procedures.

Other Requirements

Must be at least 18 years of age.

Successfully complete health and fingerprint screenings.

Complete a Criminal Record Statement before employment and pass Live Scan.

Must have reliable transportation.