Bilingual Frontdesk Operations Assistant (Spanish)

Job description

**Who we are:** CCOF advances organic agriculture for a healthy world. We advocate on behalf of our members for organic policies, support the growth of organic through education and grants, and provide organic certification that is personal and accessible. CCOF is a nonprofit organization governed by the people who grow and make our food. Founded in California over 53 years ago, our roots now span the breadth of North America, and our presence is internationally recognized. We are supported by an organic family of farmers, ranchers, processors, retailers, consumers, and policymakers. Together, we work to realize a future where organic *is* the norm. **Position Summary:** Join a mission-driven team helping advance organic agriculture for a healthy world! CCOF is seeking a proactive, bilingual (English/Spanish) Frontdesk Operations Assistant who thrives in a supportive, collaborative environment and takes pride in delivering exceptional experiences to staff, clients, and visitors. Professional proficiency in both English and Spanish is required for this role. As the welcoming face of our Santa Cruz office, you will play a key role in ensuring smooth daily office operations while supporting teams across the organization. This is a great opportunity for someone who is organized, motivated, client‑focused, and excited to make a meaningful contribution every day. If you enjoy creating a warm, professional first impression, keeping operations running seamlessly, and supporting a team dedicated to strengthening organic agriculture, we’d love to meet you. This is a full-time, salary non-exempt position that reports to the Assistant Director of Operations and Analytics. This is an in-office position based in Santa Cruz, California. **Essential Responsibilities:** - Serve as the first point of contact for visitors, staff, and vendors, ensuring a professional and welcoming experience. - Support front desk operations, including answering calls in English and Spanish, handling mail, and maintaining a clean reception area. - Support operational tasks, such as scheduling meetings, coordinating office logistics, and assisting with vendor communications. **Specific Duties** Frontdesk Tasks - Answer and route incoming calls, mail, faxes, and emails. Independently answer basic certification questions, client calls, and general inquiries in English and Spanish. Periodically coordinate with certification supervisors to ensure proper routing of calls. - Greet and announce guests. - Handle general emails. - Accept and route deliveries to the appropriate person/storage location. - Handle, route, and take appropriate action with incoming and outgoing USPS including some large batch mail tasks. - Prepare and ship some outgoing packages. - Sort and deposit incoming checks to appropriate departments. - Prepare and ship outgoing packages, including New Client Welcome Packets and client merchandise. - Process Export documents for shipment while in the office. - Handle Intact Inbox “Print & Mail” items. - Additional administrative duties may be assigned by the Assistant Director of Operations and Analytics in support of Operations, Accounting, MarCom, People Services, or other departments. Operations Support: - Assist with scheduling meetings and supporting office logistics. - Support procurement of office supplies and equipment. - Help maintain operational records and documentation. - Assist staff working in the office with desk setup, orientation to the workspace, and any other office services support they may need. Administrative Tasks: - Prepare reports, spreadsheets, and correspondence as needed. - Provide backup support for other administrative functions as required. **Required Qualifications:** - Professionalism in customer service. Displays a courteous, helpful attitude at all times when interacting with clients. This includes being patient and respectful, taking the time to actively listen to clients’ needs and concerns, and responding thoughtfully and appropriately. Ability to ease the concerns of upset or anxious clients by de-escalating tense situations. - Fairly high Spanish language skills to understand everyday interactions with our Spanish speaking clients in person, by phone and via email. - Organized, motivated, and detail oriented. Understands how to prioritize competing needs and tasks without compromising quality and seek guidance when needed. Reliably completes assignments within established deadlines. Quickly responds to high priority requests and questions. Attention to detail: Acknowledges mistakes and turns them into learning opportunities. - Professional written and verbal communication. Writes clearly and adapts communication to suit various audiences, providing relevant context and asking thoughtful questions to understand others’ perspectives and foster engaging, effective interactions. Receptive to constructive feedback. Ability to handle and communicate sensitive information with discretion. Receives and applies constructive feedback effectively.