Job Summary
We are seeking a polished and highly organized Front Desk / Admin professional for a direct hire opportunity in Costa Mesa, CA with a mission-driven nonprofit organization. This role is ideal for an administrative professional who enjoys being the first point of contact, supporting daily office operations, and helping staff, members, donors, and visitors receive exceptional service.
The Front Desk / Administrative Coordinator will play an important role in keeping the office running smoothly while supporting membership, donation processing, event coordination, and internal team needs. This is a great opportunity to join a collaborative environment with supportive leadership, meaningful community-focused work, and a positive team culture. The organization offers stability, strong benefits, and the chance to contribute to work that makes a difference.
Key Responsibilities
- Serve as the first point of contact by answering phones, greeting visitors, responding to inquiries, and maintaining a professional front desk environment.
- Coordinate daily office administration, including supplies, mail distribution, vendor communication, conference room scheduling, catering, maintenance requests, and facility support.
- Process membership applications, donations, appeals, raffle activity, and general correspondence while maintaining accurate records and spreadsheets.
- Update CRM records, assist with donation coding and data entry, support thank-you communications, and provide backup support for membership activities.
- Coordinate meetings, agendas, notes, virtual meeting support, and internal communications to help teams stay organized and aligned.
- Support programs and events by tracking auction items, maintaining event materials, assisting with awards or scholarship processes, and participating in select evening or weekend events.
Compensation and Benefits
- $28 to $30 per hour.
- Direct hire opportunity.
- 403(b) retirement plan with employer match.
- Medical, dental, and life insurance.
- Paid time off.
- Occasional evening or weekend event support, approximately 2 to 3 times per year.
- Local travel within Orange County may be required.
Equal Opportunity Employer / Disabled / Protected Veterans
The Know Your Rights poster is available here:
https://www.eeoc.gov/sites/default/files/2023-06/22-088_EEOC_KnowYourRights6.12.pdf
The pay transparency policy is available here:
https://www.dol.gov/sites/dolgov/files/ofccp/pdf/pay-transp_%20English_formattedESQA508c.pdf
For temporary assignments lasting 13 weeks or longer, AppleOne is pleased to offer major medical, dental, vision, 401k and any statutory sick pay where required.
We are committed to working with and providing reasonable accommodations to individuals with disabilities. If you need a reasonable accommodation for any part of the employment process, please contact your staffing representative who will reach out to our HR team.
AppleOne participates in the E-Verify program in certain locations as required by law. Learn more about the E-Verify program.
https://e-verify.uscis.gov/web/media/resourcesContents/E-Verify_Participation_Poster_ES.pdf
We also consider for employment qualified applicants regardless of criminal histories, consistent with legal requirements, including, if applicable, the City of Los Angeles’ Fair Chance Initiative for Hiring Ordinance. Pursuant to applicable state and municipal Fair Chance Laws and Ordinances, we will consider for employment-qualified applicants with arrest and conviction records, including, if applicable, the San Francisco Fair Chance Ordinance. For Los Angeles, CA applicants: Qualified applications with arrest or conviction records will be considered for employment in accordance with the Los Angeles County Fair Chance Ordinance for Employers and the California Fair Chance Act.
Required Qualifications and Skills
- Manage front desk operations, visitor support, phone coverage, office coordination, and day-to-day administrative needs.
- Process memberships, donations, mail campaigns, appeals, raffle activity, and related tracking using spreadsheets and CRM systems.
- Coordinate meetings, conference rooms, catering, vendor communication, office maintenance, and service requests.
- Support nonprofit programs, events, member communications, thank-you correspondence, and special projects.
- 3 to 5 years of administrative, front desk, office coordination, or customer-facing experience.
- Proficiency with Microsoft Office, including Outlook, Excel, and Word.
- Experience using Adobe and Zoom for administrative, communication, and meeting support.
- Familiarity with CRM systems and accurate data entry practices.
- Strong organizational skills with the ability to manage multiple priorities in a fast-paced environment.
- Excellent written and verbal communication skills with a polished, professional, and service-oriented approach.
- High attention to detail, confidentiality, follow-through, and accuracy when handling member, donor, and organizational information.
- Collaborative team mindset with the ability to support staff, members, vendors, and visitors professionally.
Preferred Qualifications
- Experience in a nonprofit, charitable, or membership-based organization.
- Experience with Raiser’s Edge or a similar donor management CRM system.
- Experience supporting fundraising appeals, donation processing, membership services, or nonprofit events.
- Comfort assisting with email platform management, including unsubscribe tracking and member outreach.