Administrative Coordinator

Description We are looking for a bilingual Administrative Coordinator to support daily operations and deliver responsive assistance to clients, visitors, and internal teams in San Mateo, California. This Contract position calls for a detail-oriented individual who can balance front-office coordination, accurate documentation, and compassionate service while helping maintain an organized and welcoming environment. The ideal candidate will bring strong administrative judgment, clear communication in English and Spanish, and the ability to manage multiple priorities with care and efficiency.

Responsibilities:

• Coordinate day-to-day administrative activities, including supply tracking, document organization, office equipment oversight, and general clerical support for the client services team.
• Manage schedules and appointment logistics for staff and leadership, ensuring calendars remain accurate and meetings are arranged efficiently.
• Welcome clients and visitors, assess the purpose of their visit, and guide them to the appropriate program, service, or external resource based on identified needs.
• Support intake-related tasks by gathering information, preparing documentation, and helping route individuals to the correct service pathways.
• Maintain current digital and physical records by entering data, scanning paperwork, uploading files to designated systems, and producing requested reports when needed.
• Help preserve a clean, orderly, and safe shared workspace by monitoring common areas and addressing routine office upkeep needs.
• Provide assistance with onboarding, guidance, or oversight of program volunteers when requested by the department.
• Interact with clients, colleagues, and community members in a manner that reflects sound judgment, clear communication, and appropriate boundaries at all times. Requirements
• At least 2 years of experience in administrative support, office coordination, or a related client-facing role.
• Fluency in both English and Spanish, with the ability to communicate effectively in bilingual and bicultural settings.
• Strong proficiency with Microsoft Office applications and Windows-based systems, along with the ability to learn new databases and software tools quickly.
• Demonstrated accuracy in record maintenance, file management, and timely data entry across multiple administrative tasks.
• Experience handling inbound calls, appointment scheduling, calendar coordination, and general office support responsibilities.
• Ability to work independently while also collaborating effectively with a team in a fast-paced service environment.
• Sound judgment, professionalism, and the ability to respond calmly and resourcefully when addressing challenging situations or client concerns.
• Familiarity with platforms such as Salesforce or similar reporting systems is preferred.

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