• Receptionist/Administrative Assistant

    Job Locations US-CA-Newport Beach
    Posted Date 5 months ago(6/30/2018 4:15 PM)
    Job ID
    2018-1055
    # of Openings
    1
    Category
    Administrative/Clerical
  • 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.

    Responsibilities

    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

    Qualifications

    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

     

    Requirements:

    • 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

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