Administrative Coordinator
The Administrative Coordinator at Confidential Client is responsible for providing exceptional customer service as the first point of contact, managing administrative tasks including scheduling, data entry, and office operations. This role supports daily organizational functions, assists clients with program information and paperwork, and coordinates events and outreach efforts, requiring strong organizational skills, bilingual Spanish proficiency, and a commitment to the agency's mission.
About Careertakes
👉 Important disclosure: Careertakes is a third-party recruiting platform supporting this hiring process. If selected, you will be employed directly by our client, a nonprofit providing early childhood education, family support, and community resources.
Applicants for this role may also receive access to additional matched opportunities through the Careertakes platform.
What You’ll Do
The Administrative Coordinator provides warm, professional front-desk and administrative support for Confidential Client’s programs (including Toy Library and Early Learning Center). This role is the first point of contact for parents, caregivers, child care providers and community members and helps keep day-to-day operations running smoothly.
- Greet visitors, register sign-ins, and answer multi-line phone system calls with excellent customer service
- Provide accurate information about Confidential Client’s programs and community resources; assist clients with applications and initial intake paperwork as needed
- Coordinate conference rooms, schedule client and staff appointments, and support general calendar management for the Management Team
- Manage incoming mail, process packages and client paperwork, and order office supplies
- Enter and maintain accurate data in program databases and contact management systems
- Support program outreach (phone outreach, flyer distribution) and attend community events as needed
- Support Toy Library and Early Learning Center activities: supervise visitors, assist with checkouts/returns using the TLELC database, and help maintain a clean, organized space
- Track and distribute client incentives (e.g., gift cards, educational materials) and maintain secure handling of confidential materials
- Engage and supervise volunteers on a regular basis
- Perform other clerical and administrative duties to support service delivery and all‑staff events
Qualifications
- Associate’s degree or equivalent; OR minimum five years of administrative experience required (Bachelor’s preferred)
- Bilingual Spanish required
- Livescan fingerprinting and Department of Justice background clearance required
- Reliable transportation, valid California driver’s license and insurance
- Willingness to work occasional evenings and weekends for events
- Experience working with diverse populations and with children is preferred
- Comfortable operating a multi-line phone system and standard office equipment
Skills & Competencies
- Strong customer service and interpersonal skills
- Accurate data entry and record-keeping skills
- High proficiency with MS Office (Word, Excel, Outlook, PowerPoint) and contact management systems
- Efficient organization and time management
- Ability to work effectively with culturally and socioeconomically diverse groups and people with different abilities
- Able to follow direction, accept feedback, and take initiative on assigned tasks
- Event support and basic logistics experience
Working Conditions & Expectations
- Full-time role (standard schedule; flexibility required to support program needs)
- Must maintain confidentiality and a secure, organized workspace per agency policies
- Attend required meetings, trainings, and periodic events
- Demonstrate entry-level knowledge of programs and ask for clarification as needed
Compensation (estimate)
- Estimated pay: $38,002 per year (reported estimate)
Why Apply via Careertakes
Careertakes uses best practices from third‑party recruiting to match candidates efficiently. If you’re organized, client-focused, bilingual in Spanish, and interested in supporting families and young children through community programs, this role at Confidential Client may be a great fit.
Equal Opportunity & Hiring Transparency
Careertakes and our client are Equal Opportunity Employers committed to building a diverse and inclusive workforce. We prohibit discrimination or harassment of any kind. To support a fair and efficient hiring process, AI tools may be used to assist with application review or resume screening. These tools do not replace human decision-making. Final hiring decisions are made by people.
If you have questions about how your data is used, please contact us directly.
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