Receptionist/Administrative Assistant

Tasks

• Fulfill duties of front desk including answering and directing telephone calls, delivering messages, greeting employees and visitors. In addition, perform safety orientation for all visitors.
• Stock supplies (kitchens, production rooms, mail room, sodas, etc.). Verify the order with the delivery person once it arrives.
• Maintain conference room scheduling for meetings/luncheons through Outlook calendar. Rearrange meetings, when necessary, with permission. Order food requested for meetings the day before after verifying with organizer the food is still needed. Set up food, coffee, water, and soda for all meetings. Make sure all conference rooms are cleaned after each meeting and ready for the next meeting. Assist in arranging conference room furniture and returning it to the original layout.
• Open mail, date stamp and sort. Distribute mail, UPS, faxes and other deliveries daily.
• Prepare all outgoing UPS, Golden State Overnight (GSO), and regular mail daily. For same day pick-ups and deliveries use a local courier service (Executive Express). Maintain records to track overnight packages and charge numbers for two years.
• Submit visitors online into Security System.
• Review the administrative calendar daily and complete the tasks assigned.
• Assist with announcement board updates.
• Send out bimonthly staff meeting calendar invitations for office. Also email to staff to verify in office attendance for food orders.
• Submit work order requests for facility maintenance and follow-up.
• Maintain a log for the audio-visual equipment, safety equipment, and camera when checked in and out.
• Update the phone list monthly in each conference/huddle rooms.
• Refill postage as needed with stamps.com.

Facilities

• Set up new hire desks with supplies and clean term employee desks.
• Clean and restock coffee machines daily. Deep clean machines monthly.
• Load/unload dishwasher daily for both floors.
• Run dishwasher cleaner last week of every month on both floors.
• Final cleanup of all kitchens and common areas prior to leaving daily.

Safety

• Maintain the red safety folder at the front desk monthly. Email an updated phone list to the safety committee and sweepers monthly.
• Check and order Sharps container which is used to safely dispose of syringes and lancets. Once the container is full ship to the appropriate vendor.
• Check and stock 1^st Aid Kits monthly and order supplies as needed.
• Audit PPE supplies bi-weekly.
• Assist Office Safety Coordinator with admin duties.

As Needed

• Assist with research for supplies, food, venues, reference material, etc.
• Pickup of food, office supplies, sodas and misc. for meetings.
• Perform photocopying, scanning and printing assignments.
• Run errands using personal vehicle.
• Perform other administrative tasks/projects as assigned by supervisor.

Preferred Qualifications:

• Experience: 2+ years as Administrative Assistant/Receptionist in an office environment.
• Flexible, dependable, multi-tasks and able to prioritize tasks.
• Excellent communication and interpersonal skills.
• Attention to detail and quality.
• Able to lift up to 25 lbs.
• Can travel to work in other local So Cal offices.