Office Coordinator - Corporate Office, Goleta, CA

The Towbes Group•Goleta, CA

23h•$22 - $31•Onsite

About The Position

At The Towbes Group, we proudly create communities where people thrive. Headquartered in Santa Barbara, California, The Towbes Group is an award-winning, fully integrated property management, development, and construction services firm with over 60 years of experience on the Central Coast. We live and breathe these attributes with all we do. As an integral Corporate Services team member for the Towbes Group, this position will provide extraordinary customer service to our internal team members and external customers, exemplifying our core values and dedication to quality and service. This position will have direct responsibility as a Corporate Services team member to assist in the accomplishment of the department's goals and objectives. This position will elevate the team as a member of the companys high-performance culture that emphasizes Community, Integrity, Quality, ROI, Sustainability, Team, and Customer Service. The Office Coordinator position handles specific activities related to essential office administration operations in the corporate office, such as scheduling meetings, handling incoming and outgoing communications, managing office supplies, greeting visitors, and ensuring everyone has the necessary support to carry out their work effectively. Aids the Corporate Services Manager with the coordination of daily operations and administrative functions across different departments. Act as the point person for front desk coverage with reception duties and supports the HR department with new hire onboarding tasks, and company event planning. This position further supports the needs of the Human Resources Department with various projects as needed.

Requirements

High school diploma, or GED equivalent and relevant experience.
3-5 years of administrative and/or clerical experience in a professional office environment.
Ability to work independently and prioritize effectively in a challenging environment.
Intermediate to advanced level knowledge of Microsoft Office Suite including Outlook, Word, PowerPoint, and Excel.
Ability to evaluate opportunities to streamline workflows using AI, including identifying repetitive tasks suitable for automation.
Ability to use AI to draft announcements, communication templates, tenant notices, and report summaries while maintaining accuracy and professional tone.
Ability to critically review and verify AI-generated content for accuracy, confidentiality, compliance, and alignment with the Towbes Group standard.
Ability to work in a manner consistent with having a high level of integrity, honesty, courage, and loyalty
Strong problem-solving skills.
Providing high-quality customer service whether to the internal or external customer.
Ability to put people first in all aspects of your position.
Work with the intent of the betterment of our community.
Ability to effectively comprehend and interpret policies and procedures in the work environment.
Ability to collaborate effectively as a team member.
Ability to exercise good judgment in making decisions.
Ability to work under pressure and complete tasks within prescribed time frames.
Ability to disseminate information and guidelines clearly to others and check for understanding.
Excellent interpersonal skills to communicate effectively with a wide range of employees and customers.
Strong written and verbal communication skills.
Ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, and/or governmental regulations.
Ability to create and/or write reports, business correspondence, and/or procedural manuals.
Ability to effectively present information and respond to questions from groups of managers, clients, customers, and the public.
Ability to calculate figures and perform basic math functions.
Ability to interpret various instructions furnished in written, oral or schedule form.

Responsibilities

Serves as the primary point of contact for the front desk, ensuring full-time coverage.
Greet all visitors, clients and vendors and direct them appropriately while functioning as the First Impression Specialist.
Answer multiple phone lines professionally and courteously.
Screen each call by gathering the caller's name and the purpose of the call, then route the call or relay the message as needed.
Support Human Resources with onboarding new hires, including hosting an office tour with introductions to staff and office equipment, providing information on available resources and supplies in the corporate office, taking employee photos for the welcome email, and meeting with the new hire to discuss corporate clothing and employee incentive programs, and highlights from the monthly company calendar.
Deliver incoming mail and packages to the appropriate person upon receipt and processes outgoing mail daily.
Oversee the pickup and drop-off of items, including checks, keys for tenants, and other essential items.
Assist in the preparation and monitoring of expenditures for the annual corporate administrative budget.
Reconcile monthly postage recharge amounts, upload funds and submit reports to the Accounting Department.
Manage and organize the upkeep of communal office work areas including conference rooms, lobby area, work/mail room, and kitchen area.
Manage office, workroom, and kitchen supplies by continuously monitoring inventory levels, ordering supplies as needed, and handling specific office supply requests for projects based on employee needs.
Support the staff as needed by completing various general administrative tasks, such as creating documents, proofreading, and sending communications.
Create signage for the corporate office prior to holiday office closures and notify phone and cleaning vendors.
Assist with various aspects of event planning for both corporate office events and company-wide functions.
Manage the inventory of company logo shirts, jackets, and hats for Construction staff and Maintenance Technicians, ensuring replenishment as needed.
Prepare FedEx shipments and Certified mailings, as needed.
Other duties as assigned.