SUMMARY

The TransLatin@ Coalition (TLC) is a nonprofit organization dedicated to advocating for and supporting TransLatin@ communities through services, leadership development, and social justice initiatives.

The Front Desk Associate (FDA) is supervised by the Operations Associate in the Operations & Services Department.  This position requires the individual to be flexible and work some evenings and weekends as required. Experience working with transgender and/or gender non-conforming people and familiarity with the target population are highly desired. Knowledge about program administration, scheduling, and administrative assistance with members of the executive team, as well as transgender community resources and social centers in the Los Angeles area. Have experience in HIV prevention education, health care, and resources. The Front Desk Associate must be friendly, have great customer service, knowledgeable, sensitive, and understand working with transgender populations of all ethnic backgrounds and abilities, and other vulnerable populations. This position will have a six-month performance probationary period upon starting.

ESSENTIAL FUNCTIONS

The Front Desk Associate must demonstrate a thorough understanding of the organization’s programs, service delivery model, and referral processes to effectively support clients, visitors, and staff. This role is responsible for managing reservation schedules for all TLC meetings and shared office spaces, coordinating intake and assessment appointments for clients, and ensuring timely scheduling, prioritization, and follow-up communications. The Front Desk Associate will manage organizational email communications by monitoring inboxes, prioritizing correspondence, drafting responses, and ensuring timely and professional communication. Additional responsibilities include maintaining accurate tracking and organization of operational and program-related documentation, such as board attendance records, operations manuals, program expenses, budget-related materials, and other administrative files. The position also supports meeting coordination by recording, organizing, and distributing staff meeting notes and assisting with administrative and operational projects to ensure efficient daily office and program functions.

• Maintain exemplary attendance, punctuality, and reliability, with timely arrival being a critical expectation of the role.

• Be available to work a minimum of 40 hours per week and maintain dependable daily coverage for front office operations.

• Greet, welcome, and direct visitors, clients, and community members in a professional and respectful manner.

• Manage front desk operations, including phone coverage, email communication, visitor access, and message routing.

• Coordinate the flow of clients accessing organizational services and provide administrative support to direct service staff.

• Maintain accurate, up-to-date client records and service documentation in the organization’s database.

• Track deadlines, prepare reports and invoices, and complete other administrative tasks related to front office operations.

• Communicate schedule changes, shifting priorities, and operational updates to staff, clients, and visitors to ensure continuity and responsiveness.

• Serve as a liaison and gatekeeper for front desk communications while managing multiple administrative priorities simultaneously.

• Ensure urgent or high-priority communications are identified and addressed promptly.

• Support office operations by coordinating maintenance requests, processing work orders, and ensuring office systems function efficiently.

• Monitor and maintain telecommunications, printing, and computer systems to support daily operations.

• Manage office supplies and equipment inventory, coordinate vendor services, and arrange repairs or maintenance as needed.

• Support daily food distribution and other front-facing operational activities.

• Maintain a safe, clean, and organized reception and Drop-in Center area in compliance with organizational policies and procedures.

• Follow safety protocols and support implementation of measures that ensure a secure environment for clients, staff, and visitors.

• Assist in de-escalating conflicts and maintaining order within shared client and staff spaces.

• Maintain employee and department directories to support efficient visitor and staff communication.

• Contribute creative and strategic solutions to improve office operations, productivity, and client experience.

• Support effective staff scheduling practices by accounting for breaks, meals, and operational coverage needs.

• Provide occasional transportation support for errands, appointments, and off-site visits as needed; valid driver’s license, reliable transportation, and current insurance required.

MINIMUM QUALIFICATIONS - Knowledge, Skills, and Ability

• Directs visitors by maintaining employee and department directories.

• Follows procedures and safety protocols to maintain order with clients and staff, address emerging issues related to conflict, and ensure appropriate measures for conflict.

• Comply with TLC’s procedures, rules, and regulations to keep the reception and drop-in area safe and clean.

• Supports all activities related to the organization, including volunteers, staff, and interns.

• Contributes and motivates staff and clients to have a good agency and workplace environment.

• Ensure that all high-priority messages are highlighted and responded to in a timely manner.

• Identify and highlight critical timelines and responses.

• Excellent time management skills, with the ability to prioritize and work accurately within a fast-paced environment.

• Exceptional attention to detail, highly organized.

• Strong communication skills, including oral, written, and interpersonal communication skills, are required to work effectively with high-level daily needs.

NON-ESSENTIAL QUALIFICATIONS - Knowledge, Skills, and Abilities

• Experience and knowledge of Microsoft Office and Google Workspace.

• Bilingual in Spanish and English is preferred.

• Knowledge of specific policy needs and issues of TGI people.

• Excellent writing and reading skills.

SUPERVISORY RESPONSIBILITIES

• This position does not have supervisory responsibilities.

PHYSICAL REQUIREMENTS

• While performing this job, the candidate typically spends time sitting, standing, walking, frequently driving, carrying (max. 20 lbs), lifting (max. 20 lbs), listening, and speaking.

ENVIRONMENTAL CONDITIONS

• Ergonomically safe office environment with a desktop computer, desk, chair, and natural light from windows.

• Occasional in the fieldwork, including but not limited to rallies, community festivals, conferences, nightclubs, and other outreach venues that the target population frequents. Must be comfortable with environmental conditions at locations, such as noise levels, aggressive patrons, and substance use.

• Occasional attendance to community events, conferences, and other meeting venues.

• Must be comfortable with environmental conditions at the event locations, such as noise level, aggressive patrons, and substance use and abuse.

• As part of our commitment to maintaining a safe and productive work environment, candidates for this position may be required to undergo random drug tests. The drug test may be conducted at any stage of the hiring process and will comply with applicable laws and regulations.

MENTAL REQUIREMENTS

• The candidate in this position must accommodate any/all of the following: constant distractions and interruptions; uncontrollable changes in priorities/work schedules; availability for on-call/duty after regular working hours; and exposure to inappropriate behavior and language from others.

BENEFITS

The following benefits are offered for full-time employees:

• Employee Paid Medical – after a 60-day probationary period.

• Employee Paid Dental – after a 60-day probationary period.

• Employee Paid Vision – after a 60-day probationary period.

• Sick Time – after 90-days.

• Vacation Time – after six-month introductory period.

• 403 (b) Retirement Plan – after a successful six-month introductory period.

• Sabbatical Time – eligible after six consecutive years of employment.