Sr Administrative Specialist

Sr Administrative SpecialistThe Sr Administrative Specialist serves as the primary front-of-house presence and day-to-day operational anchor of the Hub. This role is responsible for ensuring the Hub is welcoming, organized, and fully functional during all operating hours. The Sr Administrative Specialist integrates front desk coverage, administrative support, intake assistance, and office operations into one cohesive role. This is a highly hands-on, in-person position that requires strong work ethic, advanced technical proficiency, reliability, and the ability to independently identify and resolve issues. The ideal candidate is proactive, detail-oriented, and comfortable working in a fast-paced, interruption-heavy environment while maintaining warmth and professionalism. The Hub operates in an evolving environment where systems, workflows, and processes are still being refined. The Sr Administrative Specialist must be comfortable working in a start-upstyle setting and is expected to actively contribute to building, documenting, and improving day-to-day systems and processes. This includes identifying gaps, proposing practical solutions, and helping establish consistent operational routines. Key Responsibilities 1. Front Desk & Intake Operations Serve as the primary welcoming presence for all survivors, guests, and partners of the Hub. Greet visitors promptly, professionally, and with cultural sensitivity and trauma-informed awareness. Maintain consistent front desk coverage during all Hub operating hours. Conduct initial intake and triage using established scripts and workflows. Check visitors in and out using Mangomint and manage appointment flow. Ensure warm handoff of survivors and guests to Resource Navigators and/or partner organizations. Provide resources, information, printed materials, and basic guidance to survivors and guests of the Hub. Maintain the waiting area in a clean, organized, and welcoming condition throughout the day. Ensure snacks, water, and coffee are stocked, organized, and replenished as needed. 2. Office Administration & Daily Operations Ensure the Hub is open, prepared, and operational at the start of each day. Maintain the appearance and organization of common areas, meeting rooms, and shared spaces. Manage room calendars and coordinate scheduling of meetings, workshops, and events. Independently troubleshoot common office and technology issues (e.g., printers, monitors, displays, shared files). Prepare intake packets, meeting materials, signage, and printed handouts. Receive, organize, and distribute deliveries and supplies. Maintain organized digital and physical filing systems. Coordinate with cleaning services and report maintenance or facility issues to appropriate contacts. Coordinate and execute room setup for Hub meetings, workshops, and events, working closely with the Community Engagement & Programming Coordinator. Serve as a point of coordination with IT support for basic troubleshooting and escalations. Serve as the lead contact for the Hub's alarm and security system, including issuing access credentials to staff and partners, setting alarm schedules, and monitoring/responding to alerts as needed. Maintain and oversee organization of on-site storage areas and coordinate management of off-site storage facility, serving as the primary contact for the wildfire team regarding stored assets and inventory. Monitor condition of office furniture and equipment, ensuring items are functional, safe, and properly maintained; initiate repair or replacement requests as needed. 3. Systems, Tracking & Operational Follow-Through Maintain accurate tracking documents and logs using Excel and other tools. Organize and maintain shared files and folders in the shared drive. Use Mangomint and other internal systems accurately and consistently. Identify operational issues early and take initiative to resolve or escalate appropriately. Maintain and follow daily, weekly, and monthly checklists to ensure consistent operations. Track office supply needs and initiate requests in coordination with CORE's procurement team. Develop and maintain organized storage systems (on-site and off-site) and implement processes to ensure inventory accountability and accessibility. Establish and maintain inventory of Hub assets in Relief Compass, CORE's inventory platform. Document issues, resolutions, and recurring needs to support continuous improvement and operational consistency. Additional Responsibilities This role operates in a dynamic environment where systems and protocols are still being established. The Sr Administrative Specialist is expected to contribute to the development and refinement of operational processes. Responsibilities may evolve over time based on program needs. Other duties may be assigned as necessary to support Hub operations. Work Environment & Schedule On-site role based at the Hub in Altadena. TuesdaySaturday schedule with some evening hours. Regular travel to CORE Headquarters in Chinatown and occasional off-site storage location as needed. This role has a designated workstation, however, CORE operates in a collaborative, open workspace environment and requires comfort working in a shared, team-oriented setting. Regular interaction with survivors, community members, staff, and partners. Ability to lift up to 25 lbs. Classification This is a non-exempt (hourly) position. Adherence to scheduled work hours, reliability, and punctuality are essential functions of the role. Qualifications Associate's degree required, Bachelor's degree preferred, or equivalent combination of education and relevant experience. Bilingual in English and Spanish (oral and written) required. Training or experience in trauma-informed care, customer service, or community-facing environments strongly preferred. Demonstrated commitment to professionalism, cultural sensitivity, and inclusion. Experience Minimum of 3 years' experience in office administration, operations coordination, front desk, or similar roles in a nonprofit organization Experience working in a public-facing, fast-paced environment with frequent interruptions. Experience with scheduling systems, administrative workflows, and data tracking. Experience working with diverse communities and individuals impacted by trauma or crisis preferred. Skills & Competencies Strong organizational skills and attention to detail. Advanced technical proficiency in MS Office applications including Word, Excel, Outlook, Teams and scheduling platforms. Demonstrated ability to independently troubleshoot office and technology issues. High level of reliability, punctuality, and follow-through. Strong sense of ownership and accountability for assigned responsibilities. Ability to prioritize tasks, manage interruptions, and adapt to changing needs. Clear communication skills and sound professional judgment. Ability to work independently while collaborating effectively with a team.