Receptionist

Job Description

Job Description

Description:

Essential Functions

• Greet and assist visitors, clients, and staff at the front desk, providing excellent customer service.
• Answer and direct incoming call on a multi-line phone system with professionalism and accuracy.
• Manage all incoming written, physical communication and daily deliveries, including, but not limited to USPS mail, UPS, FedEx, faxes, and emails.
• Manage postage meters and assist new team members with basic instructions on use of the postage machine and basic mail services.
• Maintain current supplies of all organizational materials at the front desk, ensuring all information is updated regularly.
• Maintain corporate office calendars to ensure there are no double bookings of cars and conference rooms, including monthly audits of checkout laptop calendars to ensure accurate inventory.
• Communicate company updates and changes to staff as directed by management.
• Support staff by handling general office tasks, including scanning, copying, and outgoing mail.
• Manage mail distribution and staff mail cubbies.
• Maintain and restock office supplies, copy room items, and coffee stations.
• Assist in setting up the conference room for meetings and events.
• Provide office tours to visitors, new hires, and other guests as needed.
• Support the Office Manager and Administrative Coordinator with administrative and operational tasks.
• Ensure the reception and common areas are organized, welcoming, and well-maintained.
• Keep lobby and front desk area clean and well-organized.
• Manage break room area (including dishes), assist with company events, and perform weekly in-house laundering of hand towels and floor mats.
• Assist with special projects or other duties as assigned by supervisor.
• Provide basic administrative assistance to team members as authorized by supervisor.

Skill & Knowledge Requirements

• Bilingual (English/Spanish) with strong verbal and written communication skills.
• Proficient in Microsoft Office Suite (Word, Excel, Outlook)
• Familiarity with standard office equipment (copiers, scanners, printers, mail machines).
• Strong organizational and time management skills, with the ability to multitask and manage frequent interruptions.
• Professional demeanor with the ability to interact effectively with the public, staff, and external partners.
• Capable of working independently with minimal supervision in a fast-paced environment.
• Minimum of two years of Receptionist/Administrative Assistant experience required.
• Experience working in a large office environment with a team of 50+ employees.
• Must possess a valid California Driver’s License and dependable transportation.
• Must possess or be able to obtain, within 12 months, notary public certification.
• Must be able to lift up to 30 pounds (office supplies, deliveries, etc.)
• High School Diploma or higher.
• Some college preferred.