Administrative Lead Receptionist

PACE • Los Angeles, CA

1d • $23 - $24 • Onsite

About The Position

PACE is seeking an enthusiastic and service-oriented LEAD RECEPTIONIST to join the team and organization. The Lead Receptionist serves as the primary point of contact for PACE, managing all incoming calls and directing them to the appropriate departments with professionalism and accuracy. This position coordinates front desk coverage across PACE's departments, ensures walk-in clients are warmly received, and delivers outstanding customer service by phone and in person. The Lead Receptionist must maintain working knowledge of all PACE departments and programs in order to accurately direct clients, respond to general inquiries, and connect community members with the right resources. This position also provides critical administrative support including daily mail management, procurement assistance, travel and booking coordination for the leadership team, and logistical support for Board of Directors meetings. The Lead Receptionist reports directly to the Executive Assistant. This is an excellent opportunity to build a fulfilling career while making a real difference in the community!

Requirements

• High school diploma or equivalent required; Associate's or Bachelor's degree in Business Administration, Communications, or a related field preferred.
• Minimum of 2 years of experience in a receptionist, administrative assistant, or front desk role, preferably in a nonprofit or multi-department organization.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint, Teams) required.
• Excellent verbal and written communication skills with a professional and courteous demeanor.
• Strong organizational skills with the ability to multitask, prioritize, and remain composed in a fast-paced, multi-department environment.
• Demonstrated ability to work collaboratively across departments and coordinate effectively with team members at all levels.
• Must satisfactorily pass background and employment/reference check
• Must have a valid Drivers License, adequate automobile insurance coverage and an automobile in working condition; occasional local travel may be required.
• COVID vaccination required; must have two-dose series of Pfizer or Moderna or a single-dose of Johnson & Johnson. Those that need a medical or religious exemption must reach out separately.

Nice To Haves

• Prior experience in a lead or supervisory capacity is preferred.
• Experience working with low-income individuals and diverse, multicultural communities preferred.
• Knowledge of travel and hotel booking platforms (e.g., Concur, Egencia, Booking.com for Business, Expedia for Business, or similar) highly preferred.
• Knowledge of appointment and room booking platforms (e.g., Microsoft Bookings, Calendly, or similar scheduling tools) preferred.
• Experience with procurement processes, purchase requisitions, and purchase orders is a plus.
• Familiarity with all PACE program areas Employment, Education, Business Development, Energy, Housing, and Administration or demonstrated ability to quickly acquire this knowledge.
• Bilingual or multilingual ability is a plus
• Commitment to PACE's mission of advancing economic equity in underserved and immigrant communities.

Responsibilities

• Serve as the primary receptionist for PACE, answering and directing all incoming telephone calls to the appropriate departments and staff with accuracy and professionalism.
• Greet and assist all walk-in clients, visitors, Board members, and stakeholders, providing a welcoming and supportive first impression consistent with PACE's mission and values.
• Maintain comprehensive working knowledge of all PACE departments, programs, and services including Employment, Education (Head Start), Business Development, Energy, Housing, Finance, and Administration in order to accurately direct clients and respond to general inquiries.
• Manage and coordinate front desk coverage schedules in collaboration with departmental receptionists to ensure continuous coverage during all PACE operating hours.
• Deliver outstanding customer service via phone, email, and in-person interactions; escalate complex inquiries to the appropriate program staff or supervisor.
• Maintain the front desk area in a professional, organized, and welcoming manner at all times.
• Oversee the daily sorting and distribution of all incoming mail and packages to the appropriate PACE departments and staff members.
• Prepare, process, and coordinate outgoing mail and deliveries, including standard postage, certified mail, courier services, and other shipping needs.
• Maintain records of incoming and outgoing correspondence as required.
• Monitor and replenish postage meters and mailing supplies; coordinate procurement of mail-related materials with the appropriate department.
• Assist with the procurement process, including preparation and submission of purchase requisitions and purchase orders (POs) in accordance with PACE's organizational policies and procedures.
• Track and follow up on outstanding requisitions and orders to ensure timely fulfillment.
• Support the Executive Assistant and administrative team with a variety of tasks including scheduling, document preparation, filing, copying, scanning, and data entry.
• Maintain organized records and files, both physical and electronic, in compliance with PACE's document management standards.
• Assist with special projects and organizational initiatives as assigned by the Executive Assistant or PACE leadership.
• Assist the leadership team, as needed, with travel arrangements including airline bookings, hotel reservations, ground transportation, and itinerary coordination.
• Research travel options to identify cost-effective arrangements consistent with PACE's travel policies and budget guidelines.
• Manage booking confirmations, travel documentation, and expense-related records in coordination with the Executive Assistant and Finance Department.
• Assist with scheduling and room bookings for internal meetings, events, and other organizational activities using applicable booking and scheduling platforms.
• Assist with logistical preparation for Board of Directors meetings, including room setup, materials preparation, and coordination of catering or A/V needs as required.
• Distribute Board meeting notices, agendas, and supporting documents to appropriate parties in a timely manner.
• Support the Executive Assistant in greeting Board members and guests and providing on-site assistance during meetings.
• Assist with recording and distributing meeting minutes or other follow-up documentation as needed.

Benefits

• Affordable and robust Medical, Dental, Vision, and Life insurance plans for employee plus family with generous employer contributions
• Robust 401(k) retirement plan
• We offer generous paid holidays, paid vacation, paid sick leave

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED
• Number of Employees: 11-50 employees