Job Description

Position Summary:

The Receptionist (Ladera Ranch, CA) position is primarily focused on providing front desk support, including answering phones and greeting guests. This role is essential for maintaining the overall functionality of the company by managing communication and administrative tasks efficiently.

Note: This position will be based in our Ladera Ranch, CA office 5x per week (Monday through Friday and normal business hours, e.g., 8:00am - 5:00pm )

Essential Duties and Responsibilities

• Answers and transfers all incoming calls
• Greets, announces, and verifies all guests
• Performs reception duties in an efficient, professional, and courteous manner
• Maintains regular consistent and professional attendance, punctuality, and personal appearance
• Manages, organizes, and updates relevant employee data and contact lists
• Coordinates company-wide daily catering under the general supervision of the Executive Assistant
• Orders and maintains coffee and office supplies
• Picks up, sorts, and distributes mail and deliveries on a daily basis
• Designs fliers and invitations for company-wide events such as holiday parties and other events created by the Activities Committee
• Maintains the company-wide communications board with items such as anniversaries, employee birthdays, job postings, catering, and company event information
• Successfully operates a variety of standard office machines, including a personal computer and a variety of computer applications, phone, fax, shredding, and photocopy machines
• Communicates and liaises verbally and in writing between visitors and staff
• Performs other related duties as required or assigned

Knowledge, Skills, and Abilities:

Administrative tasks:

• Answering and directing phone calls
• Greeting visitors and managing check-in process
• Scheduling appointments and managing calendars
• Data entry into relevant systems
• Mail distribution and handling
• Filing documents and maintaining records

Customer service skills:

• Professional demeanor and positive attitude
• Active listening and understanding customer needs
• Addressing customer inquiries and concerns effectively
• Resolving basic issues with a helpful approach

Communication skills:

• Clear and concise verbal communication
• Professional email writing and correspondence
• Ability to communicate effectively with colleagues and clients

Computer proficiency:

• Basic Microsoft Office Suite (Word, Excel, Outlook)
• Familiarity with office management software (CRM systems if applIcable
• Ability to learn new software quickly

Organizational skills:

• Prioritizing tasks and managing workload effectively
• Attention to detail and accuracy
• Maintaining a clean and organized workspace

Education & Experience:

• High school diploma or GED; Associate or bachelor’s degree preferred
• Prior administrative experience or clerical (data entry) experience
• Computer proficiency
• Organizational and time management skills
• Basic math skills
• Calm and professional appearance

Physical Demands and Work Environment

• Fast paced multi-tasking environment
• Prolonged periods sitting at a desk and working on a computer
• Must be able to lift up to 15 pounds at a time

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