• Receptionist/Administrative Assistant

    Job Locations US-CA-Newport Beach
    Posted Date 5 months ago(6/30/2018 4:15 PM)
    Job ID
    # of Openings
  • Overview

    The successful Receptionist/Administrative Assistant is a highly valued and diverse role serving as both the Ambassador of First Impressions for the company and administrative support for designated leaders. The position is a representative and an extension of Clearwater Living’s core values and company culture.  This position interacts with a diverse group of visitors, vendors, customers, candidates, and associates at levels of the organization.


    Roles & Responsibilities:

    1. Ambassador of First Impressions – Front Desk Coverage
    • Create and provide a uniquely special and attentive experience for visitors, vendors, customers, candidates and associates
    • Cheerfully and professionally welcome visitors, guests and associates entering the Home Office
    • Cheerfully and professionally answer and assist all incoming callers, and route phone calls to appropriate person or department
    • Receive and route general inbound emails to appropriate departments and associates
    • Directs visitors by maintaining associate and department directories and providing instructions
    • Maintains security by following procedures, monitoring logbook, issuing visitor badges, and issuing parking passes
    • Maintain the reception area, including opening and closing the building on time, locking doors, turning off lights, and generally keeping tidy and welcoming for associates and visitors
    • Serve as primary point of contact for office related events/activities and basic associate questions, including but not limited to lunch and learns, company meetings, onboarding program, and associate gatherings
    • Assist with training coordination such as communication, registration, confirmation of attendance and set up of training rooms, equipment and materials
    • Provide and arrange food/catering for meetings and special events; coordinate additional set up needs, such as presentation materials, and IT needs
    • Maintain kitchen area to include ordering food, water, kitchen supplies, and routinely organizing the space
    • Assist with appearance, organization, and cleanliness of all Home Office meeting spaces 

    2) Administrative Support

    • Perform administrative duties to support VP of Development Services and as part of shared services for the Home Office and Administrative team
    • Support VP of Development Services with creating/editing reports, presentations, and other critical documents
    • Prepare, compile, and organize materials, presentations and handout documents
    • Assist with filing as needed, including preparing and sending materials to offsite company document archive facility
    • As needed, assist administrative team with coordination of new hire desk set up and office moves
    • Perform a variety of administrative duties including but not limited to mail sorting, paycheck distribution, and maintenance of office supply inventories
    • Coordinate travel for meetings as needed
    • Prepare expense reports for Home Office leaders as assigned
    • Provide additional coverage support to administrative team when needed (e.g. service requests, meeting preparation, new hire set up, etc.)
    • Identify and recommend additional opportunities to provide support to leverage productivity
    • Cross-train where possible with administrative team and be prepared to back-up where and when needed
    • Monitor and maintain overall office appearance and cleanliness; collaborate with administrative team to address areas that need improvement
    • Proactively manage copier/printer cartridge replacements and paper supplies for optimal productivity
    • Purchase and maintain needed supplies in the office consistent with sustainability guidelines
    • Train part-time and/or temporary associates at the front desk, as needed
    • Maintain first aid and clean up kit supplies
    • Assist the Clearwater Living Safety Team with performing evacuation drills, including being able to properly and effectively performing an area sweep; report any concerns to the Safety Team for assistance
    • Perform other duties as assigned


    Knowledge and Skills:

    • High level of professionalism, positive attitude and role modeling of company values
    • Effective and positive interpersonal relationships across the company
    • Accurate and timely completion of work
    • High quality deliverables
    • Effective communication, collaboration and teamwork within the administrative team
    • Warm, personable demeanor and the ability to interact well with all personalities
    • Strong attention to detail and excellent organizational skills required
    • Must have the ability to multi-task in a fast paced and deadline driven environment
    • Must be able to maintain professionalism and a positive service attitude at all times
    • Ability to prioritize projects and strong problem-solving skills



    • Minimum of 2 years of experience performing office, administrative, and reception duties
    • High school diploma or equivalent; entry level college or vocational school business classes highly preferred or equivalent amount of years of experience
    • Experience using and maintaining a multi-line phone system
    • Knowledge of operating standard office equipment
    • Proficiency in in MS Office a must
    • SharePoint experience preferred, but not required
    • Concur Travel and Expense experience a plus, but not required
    • Excellent spelling and grammar skills
    • Excellent written and verbal communication skills


    Physical Demands:

    • Must be mobile and able to perform the physical requirements of the job, bending, kneeling, stooping, pushing, pulling and repetitive motion
    • Ability to sit and work at a computer for long periods of time
    • Able to move intermittently throughout the work day and between offices
    • Ability to lift/carry up to 20 lbs. and push up to 40 lbs. as necessary


    Sorry the Share function is not working properly at this moment. Please refresh the page and try again later.
    Share on your newsfeed