Receptionist
Position Summary
The Receptionist is the first point of contact for the organization, responsible for providing a professional and welcoming experience for guests, callers, and staff while utilizing a multi-line telephone system. This role offers comprehensive administrative support, primarily assisting the Executive Administrator (CEO's Executive Assistant), while balancing additional requests from staff. Duties include overseeing office logistics, managing communications, and ensuring the smooth operation of daily office functions. The Receptionist must demonstrate organizational excellence, maintain confidentiality, and strive to have a strong understanding of office operations and departmental functions.
Essential Functions
- Open and close the office, ensuring security by following established procedures, and using an app to lock and unlock designated areas.
- Greet visitors politely, advise appropriate personnel of their arrival, and provide refreshments as needed.
- Answer and screen calls on a multi-line phone system, taking messages or transferring calls as appropriate. Monitor all platforms of communication such as voicemails, emails, and messages regularly.
- Manage all incoming and outgoing mail, including distributing mail, tracking and preparing FedEx packages, and maintaining an accurate log of all received deliveries. Contact courier service when needed.
- Primary point of contact for general office questions and concerns. Maintain and schedule conference rooms, including setup for meetings (seating, materials, IT needs, catering), and ensure rooms are refreshed after use.
- Maintain and update various databases, spreadsheets, and reference guides.
- Manage break room and copy room supplies, including inventory, ordering, and fulfillment.
- Partner with HR to update employee phone and address lists as needed. Manage faxes and provide staff with confirmation emails.
- Manage various delivery and subscription accounts such as the Newspaper. Prioritize assignments from the Executive Administrator while assisting other staff as needed with various tasks/admin duties.
- Collaborate with the Executive Administrator and Receptionist-Admin regularly.
Other Functions
- Aid in coordinating, planning, and managing company events, lunches, and staff meetings.
- Assist the Executive Administrator by handling inquiries, tracking projects and order updates, and touching base on their behalf.
- Serve as a liaison.
- Serve as the point of contact for reporting Work Orders, including maintenance, cleaning, and security concerns for the building. Monitor progress and meet with vendors related to submitted work orders.
- Troubleshoot issues with various office appliances and equipment, coordinating with appropriate vendors, departments, or through our Work Order System for timely resolution.
- Serve as a liaison with Facility Management services for repairs, including cleaning, and security concerns.
- Assume select EA responsibilities on her behalf as needed, including managing the CEO's morning routine.
Competencies
- Customer Service Mindset and excellent communication skills.
- Maintain a high level of confidentiality and discretion.
- Detail oriented.
- Strong Interpersonal and Organizational skills.
- Time Management.
- Ability to work independently and multi-task.
Technical Skills
- Knowledge of Polycom/8x8 telephone equipment or equivalent.
- Proficient in Word, Excel, Outlook, and other computer software as necessary.
- Ability to operate office equipment such as copiers, postage machines, etc.
Beacon Hill is an equal opportunity employer and individuals with disabilities and/or protected veterans are encouraged to apply.
California residents: Qualified applications with arrest or conviction records will be considered for employment in accordance with the Los Angeles County Fair Chance Ordinance for Employers and the California Fair Chance Act.
If you would like to complete our voluntary self-identification form, please click here or copy and paste the following link into an open window in your browser:
https://jobs.beaconhillstaffing.com/eeoc/
This form will be used for reporting purposes only and will be kept separate from all other records.
Company Profile
Founded by industry leaders to set a new standard in search, career placement and flexible staffing, we deliver coordinated staffing solutions with unparalleled service, a commitment to project completion and success and a passion for innovation, creativity and continuous improvement. Our niche brands offer a complete suite of staffing services to emerging growth companies and the Fortune 500 across market sectors, career specialties/disciplines and industries. Over time, office locations, specialty practice areas and service offerings will be added to address ever changing constituent needs.
Benefits Information
Beacon Hill offers a robust benefit package including, but not limited to, medical, dental, vision, and federal and state leave programs as required by applicable agency regulations to those that meet eligibility. Upon successfully being hired, details will be provided related to our benefit offerings. We look forward to working with you.