Front Desk Coordinator & HR Assistant

La Jolla Group•Tustin, CA

2d•Hybrid

About The Position

This role serves as the primary front desk representative and a key support partner to the Human Resources team. The Front Desk Coordinator & HR Assistant (Bilingual) is responsible for creating a professional, welcoming office environment while supporting a wide range of HR administrative functions and employee-facing initiatives. Reporting to the HR Director, this position plays an important role in supporting corporate, retail, and distribution center employees. The ideal candidate is highly organized, detail-oriented, and capable of managing multiple priorities in a fast-paced environment. This role also serves as a primary Spanish-language resource for employees, providing accurate and confidential interpretation for HR-related communications, onboarding, and employee interactions. In addition, this role contributes to fostering a positive company culture by assisting in the planning and execution of employee events and engagement initiatives.

Requirements

Professional demeanor and presentation as the first point of contact for visitors and employees.
Strong interpersonal and communication skills; ability to interact effectively at all levels of the organization.
Fluency in English and Spanish (spoken and written).
Ability to handle sensitive and confidential information with discretion.
General knowledge of HR policies, procedures, and compliance practices.
Proficiency in Microsoft Office Suite (Excel).
Strong attention to detail and accuracy.
Excellent organizational skills with the ability to manage multiple priorities and deadlines.
Proven ability to work effectively in a team environment.
Positive attitude and strong internal and external customer service mindset.
Minimum 2 years of administrative experience, preferably in Human Resources.
High School Diploma or GED required, some college preferred.
Must be fluent in English and Spanish
Must be located in Irvine, CA or surrounding area to be in commuting distance to our Irvine office.

Nice To Haves

Prior experience using UltiPro (UKG) is a strong plus.

Responsibilities

Own day-to-day front office operations and ensure a smooth, welcoming, and organized workplace environment.
Greet and direct visitors; ensure visitor check-in procedures are followed.
Manage company phone line and route messages to appropriate staff.
Receive, sort, and distribute daily mail and packages.
Prepare conference rooms for internal and external meetings.
Manage daily facility operations, including ordering office, kitchen, and team supplies.
Support workplace safety protocols and reporting.
Provide clerical support to the HR team.
Maintain employee files in accordance with recordkeeping and retention requirements.
Produce and maintain tracking reports for compliance (e.g., HPT, work permits, acknowledgments, temporary employees).
Assist with HR audits and compliance-related activities.
Support time and attendance processes, including follow-up on approved timecards.
Assist with special projects and additional administrative tasks as needed.
Serve as a primary interpreter between HR and Spanish-speaking employees for meetings, onboarding, employee relations matters, and company communications.
Translate HR materials and communications into Spanish as needed.
Ensure accurate, clear, and confidential interpretation of sensitive HR information.
Assist Spanish-speaking employees with systems such as UKG, ensuring understanding and proper use.
Assist in the planning and execution of company events and employee engagement initiatives (e.g., holiday events, internal meetings, culture-building activities).
Support coordination of catering, gifts, and event logistics.