Receptionist/Admin Assistant

Role: Receptionist/Admin Assistant

Reports To: Director, Office Manager & Executive Assistant

Location: San Francisco CA

We’re looking for a polished, personable and energetic receptionist/office administrator extraordinaire! You’ll provide reception and administrative support functions by maintaining a welcoming office entrance, greeting visitors, answering phones, responding to inquiries, organizing and maintaining paper and electronic files, and taking ownership of all general main office functions. 

RESPONSIBILITIES 

• Be an ambassador of first impressions 
• Responsible for distributing and retrieving visitor card keys and keeping the log updated.  
• Assist with special projects, administrative tasks, and provide general information and support as required.  
• Use computer systems to track visitors, input work orders, and manage conference room needs and activities. 
• Assist with interview calendaring and welcoming candidates when they arrive. 
• Provide conference room support including supply management and Audio/Visual troubleshooting. 
• Demonstrate confidence, professionalism, responsiveness and exceptional customer service skills. 
• Perform other Facility Management assignments as described by team and manager. 
• Answer telephones and give information to callers, take messages, screen calls or transfer calls to appropriate individuals, check voice mail, maintain daily call log. 
• Greet visitors or callers in a friendly and hospitable manner, determine nature and purpose of visit, handle their inquiries or direct them to the appropriate persons according to their needs, direct or escort them to specific destinations, offer refreshments as needed. 
• Inventory and restock office and kitchen supplies. 
• Keep reception area, staff copier areas and kitchen area clean and well stocked. 
• Setup / cleanup conference room for meetings. Place lunch orders for in-house meetings. 
• Schedule repairs and general maintenance for office and office equipment. 
• Partner with other Executive Assistants to provide additional support or back-up when needed 

REQUIREMENTS 

• High school diploma required. 
• Front desk experience and/or strong customer service background required.  
• Flexible to work alternate shifts when necessary.  
• Proficiency in Outlook, Word, and Excel.  
• Quick learner, flexible team player.  
• Able to multi-task and handle difficult situations professionally.  
• Excellent oral and written communications skills.  
• Pleasant, professional, enthusiastic and attentive to detail.  
• Flexible with hours and in working overtime when required.