Front Desk and Office Assistant

NakedMD•Costa Mesa, CA

12d

About The Position

We're looking for a Front Desk and Office Assistant to be the first face people see when they walk through NakedMD's doors, and the steady hand that keeps everything running behind the scenes once they're inside. Part host, part operator, part neat-freak in the best possible way. We're known for our NakedMD magic, and this person needs to exude it in every interaction. This isn't a back-office role. It's the role that sets the tone for every person who walks into NakedMD, and the operational backbone that keeps the building itself running without anyone having to think about it. This position has a direct hand in employee engagement: a stocked kitchen, a clean space, and a smooth-running meeting say more about how much we value our team than any memo could. Do this job well, and no one notices the facility. They just notice that NakedMD feels right: polished, confident, and exactly as good as the work we do.

Requirements

2+ years of experience in office management, facilities, hospitality, or front-desk operations
A genuine sense of ownership: you notice the things other people walk past
Strong communication skills and the composure to be warm with guests
Comfort multitasking across people, processes, and physical space without dropping any of the three
Proficiency with basic office software (email, calendar, spreadsheets) for scheduling and vendor tracking

Responsibilities

Answer and greet clients, customers, visitors, and vendors as the first point of contact and the face of NakedMD
Manage incoming calls, deliveries, and guest check-ins with a calm, professional, and welcoming demeanor that reflects the NakedMD brand
Coordinate visitor logistics (sign-ins, badges, conference room access) so every guest feels expected, not processed
Own the day-to-day operations of running the facility, including vendor coordination, maintenance requests, and supply management
Serve as the primary point of contact for building management, contractors, and service providers
Anticipate problems before they become problems: think ahead on repairs, restocking, and seasonal needs
Take on special projects as needed including supporting our Patient Experience Concierges teams with inbound and outbound calls on occasion.
Assist Operations and Clinical Team as needed with scheduling meetings, coordinating special events, and provide additional admin support as needed
Maintain the cleanliness and organization of our office so they always look like we just moved in, every day, not just for the tour. NakedMD's space should feel as polished as the results we deliver
Set and enforce standards for shared spaces, kitchens, conference rooms, and common areas
Manage relationships with cleaning crews and hold them to the standard, not the schedule
Order and restock office and facility supplies before anyone has to ask
Keep the kitchen and snack stations replenished: a small thing that does a lot of heavy lifting for morale
Set up spaces for internal events and make sure teams have what they need going into meetings: room, materials, tech, refreshments
Break down and reset spaces afterward so the facility is always meeting-ready