Receptionist

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 - 5:00pmEssential Duties and ResponsibilitiesAnswers and transfers all incoming callsGreets, announces, and verifies all guestsPerforms reception duties in an efficient, professional, and courteous mannerMaintains regular consistent and professional attendance, punctuality, and personal appearanceManages, organizes, and updates relevant employee data and contact listsCoordinates company-wide daily catering under the general supervision of the Executive AssistantOrders and maintains coffee and office suppliesPicks up, sorts, and distributes mail and deliveries on a daily basisDesigns fliers and invitations for company-wide events such as holiday parties and other events created by the Activities CommitteeMaintains the company-wide communications board with items such as anniversaries, employee birthdays, job postings, catering, and company event informationSuccessfully operates a variety of standard office machines, including a personal computer and a variety of computer applications, phone, fax, shredding, and photocopy machinesCommunicates and liaises verbally and in writing between visitors and staffPerforms other related duties as required or assignedKnowledge, Skills, and Abilities:Administrative tasks:Answering and directing phone callsGreeting visitors and managing check-in processScheduling appointments and managing calendarsData entry into relevant systemsMail distribution and handlingFiling documents and maintaining recordsCustomer service skills:Professional demeanor and positive attitudeActive listening and understanding customer needsAddressing customer inquiries and concerns effectivelyResolving basic issues with a helpful approachCommunication skills:Clear and concise verbal communicationProfessional email writing and correspondenceAbility to communicate effectively with colleagues and clientsComputer proficiency: Basic Microsoft Office Suite (Word, Excel, Outlook)Familiarity with office management software (CRM systems if applIcableAbility to learn new software quicklyOrganizational skills:Prioritizing tasks and managing workload effectively Attention to detail and accuracyMaintaining a clean and organized workspaceEducation & Experience:High school diploma or GED; Associate or bachelor's degree preferredPrior administrative experience or clerical (data entry) experienceComputer proficiencyOrganizational and time management skillsBasic math skillsCalm and professional appearancePhysical Demands and Work EnvironmentFast paced multi-tasking environmentProlonged periods sitting at a desk and working on a computerMust be able to lift up to 15 pounds at a time

Created: 2025-05-22