Receptionist

Job Description

Job Description

Receptionist

???? Santa Barbara, California
On-site

The Receptionist provides exceptional service by greeting and assisting all visitors and answering inbound calls. Continuously offers the highest level of service to all corporate employees and their visitors. Maintains a professional image of the company by providing prompt, courteous, and efficient service. As an effort to be a cross-trained team player, the receptionist may be called upon to assist in other SPS service areas such as, but not limited to mail/shipping operations, hospitality, and general office/facilities work based on operational needs to provide a top-tier customer experience. 

Overall, this position continuously offers the highest level of service to all clients and SPS employees while maintaining a professional image of the company by providing prompt, courteous, and efficient service. 

Reports To: The Receptionist will report to the Client Services Supervisor, Client Services Manager, or equivalent leadership. 

Main Functions:

• Primary function of reception/concierge: answer all calls/correspondences and provide an exceptional customer service experience for all incoming/outgoing visitors.
• Light facilities/hospitality work: perform hospitality work as needed such as but not limited to assisting customers to open troubleshooting tickets, help order supplies, stock kitchens/service areas with supplies. May be asked to help set up/ take down conference rooms for meetings/events.
• Mail Service: will be cross-trained to assist mail services as needed. This includes, but not limited to sorting/distributing mail, receiving/ tracking packages.

Duties and Responsibilities:

• Provides 5-star customer service to all employees and visitors (in all forms of communication). 
• Answers incoming telephone calls and routes callers to the person who can best assist them. 
• Ensures all visitors complete, sign, and understand their responsibility for adhering to the corporation's Nondisclosure Agreement (NDA). 
• Logs visitors into the registration system. 
• Activates access for temporary badges for employees who forgot or lost their badge or are experiencing issues with their current badge.
• Issues facility access cards to employees. 
• Answers and properly routes global calls, some confidential in nature, using company-wide switchboard or provide appropriate information to the caller. Calls are to be handled expeditiously, in a professional and businesslike manner while being friendly and using a high standard of customer service.
• Prioritizes calls and escalates customer service issues to the proper chain of command.
• Takes initiative to ensure the company phone and speed dial lists are current.
• Responsible for training a back-up and providing guidance on policies and procedures.
• Notifies employees upon receipt of inbound deliveries or have the delivery made to the Mail Room as is appropriate.  
• Provides light administrative support to staff as directed such as scheduling meeting rooms, ordering catering, and assisting other teams when needed for various tasks (envelope labels, compiling manuals, etc.).
• Follows up on loaned access cards to make sure all are returned and contact Security if the card is not returned by the end of the day.
• Builds professional relationships with customers and other teams.
• Maintains the reception area in a neat and orderly fashion to include visitor reading materials.  
• Service and replenish the barista, pantry, conference, kitchen, or meeting areas. 
• Will perform meeting room and conference room set-ups. 
• Monitors the level of office supplies on the floor, and replenishes and orders accordingly. 
• Assists with copy/print orders and/or monitoring the copy/print equipment for satisfactory functionality. 
• Maintains professionalism and composure when interacting with all callers/visitors. 
• Strategically determines what additional support is needed when handling sensitive inquiries in person or on the phone. Provides back of office coverage as needed. 
• Proactively seeks out additional work during downtime.

Competencies :

• Driven by client satisfaction 
• Strong integrity, solid business ethics 
• Excellent communication skills 
• Expert in customer service skills, professional attitude, and appearance 
• Good organizational skills 
• Ability to maintain confidentiality
• Strong attention to detail 
• Strong aptitude in effectively managing time and on-going tasks  
• Results-oriented 
• Works well with people both internal (SPS) and external (assigned client)
• Fast learner 
• Good at following instructions and handling change and/or adverse situations in customer service environments 

Qualifications and Education Requirements:

• High School Diploma (or equivalent) required.
• 1-3 years prior work experience. Strong preference in previous administrative/reception/concierge professional experience.