Corporate Services Admin (Receptionist)

Corporate Services Admin (Receptionist)

CDC Small Business Finance is seeking a Corporate Services Admin (Receptionist) to provide exceptional corporate service administrative support. This role reports to the Corporate Services Manager and provides outstanding front desk support and administrative services to all staff and management teams proactively in an office environment and ensures smooth day-to-day operations and timely communication within the corporate service function.

The ideal candidate will serve as the first point of contact for visitors and callers, ensuring a positive, professional, and welcoming experience. This role involves managing reception duties, administrative support tasks, and assisting various departments as needed to help maintain an efficient and well-organized office environment that supports a hybrid workplace.

The Corporate Service Admin (Receptionist) is required to work productively onsite Monday-Friday from 8 - 5pm PT with limited staff onsite.

Essential Responsibilities

Front Desk and Customer Service

Serve as the first point of contact for visitors, employees, and vendors; Greet and welcome visitors promptly in a professional and courteous manner.

Provide high-quality customer service and support internal teams as needed.

Answer, screen, and forward incoming calls using a multi-line phone system and direct inquiries to the appropriate personnel or department.

Check all general voicemail greetings and disseminate messages appropriately.

Assist and announce on-site visitors to determine the nature of business.

Maintain the visitor sign-in process, issue access badges, and monitor visitor access to maintain security protocols.

Maintain a professional reception area, ensuring it is clean, organized, and presentable at all times.

Maintain confidentiality of sensitive information.

Office Mail

Receive, open, sort, and accurately distribute all incoming mail and deliveries daily.

Accurately scan mail to various departments in alignment with established guidelines and deliver physical copies to personnel mailboxes daily.

Responsible for accurately managing outgoing mail request via USPS, Certified-mail, FedEx and/or UPS.

Label and coordinate all overnight shipment, and ensure all overnight packages go out for delivery the same day requested.

Coordinate pickups and deliveries of mail and packages.

Office Operations and Corporate Service Administration

Provide general administrative support, including scheduling appointments, managing meeting room bookings and setup, and temporary desk/office assignments.

Support internal office events, training, and functions.

Maintain smooth daily office operations, including opening and closing procedures.

Ensure cleanliness and organization of common areas (kitchens, meeting rooms, supply rooms, reception area, etc.); Ensure meeting room readiness after each meeting.

Ensure kitchen supplies, snacks and beverages are fully stocked.

Coordinate office maintenance requests in collaboration with Corporate Services Manager.

Support corporate service onboarding and offboarding logistics (access badges, workspace set up, assembly, prepare and distribute new hire packages, etc.).

Maintain supply inventory by checking stock to determine inventory level, anticipate needed supplies, and stock all supply areas; Support office supply orders on a monthly basis.

Maintain paper and toner for all office copiers/printer machines.

Serve as a liaison between corporate services team and other departments.

Assist with special projects and ensure operational efficiencies.

Asset Management and Reporting

Maintain and update corporate service documentation, guides, logs, reports and systems.

Maintain accurate office assets such as access badges and keys and report discrepancies.

Assist with special projects and other administrative tasks as assigned by management.

CDC Small Business Finance