Office Assistant/Receptionist

Milpitas, California, United States

Description

In this position you will be the first to represent the company to visitors and customers. Answers incoming calls, directs calls to the proper person, filing invoices, preparing information packets and greet/sign-in visitors. Ensure the office facility responsibilities are fulfilled as listed below and support departments across the organization as requested.

Essential Duties and Responsibilities: Duties include the following (other duties may be assigned)

Receptionist:
Answers incoming calls and forwards calls to the proper person.
Maintain customer records in file room
Prepares information packets for both trade shows and for sales team
Manage Documentation Control
Assist other department with projects as needed
Maintains front desk tidiness (ensures candy bowls are always full)
Updates phone list as needed

Office Assistant:
Order office supplies and maintain supply rooms
Set up new employee work area
Orders business cards, name tags, rep roller bag, (name plate for corporate employees only)
Enroll New Hires to HR Courses
Maintain coffee and vending machines (order coffee)
Monitor and maintain break room, executive kitchen and restrooms
Order customer visits lunches
Works with accounting to ensure all credit card purchases receipts are accounted for
Ensures First Aid Kits are kept in-stock

Assist with set-up and clean up for HR Events
Operates/ manages copier
Manages copy work areas (recycle ink cartridges and batteries)

Requirements

Physical and Environmental Conditions:
Stands and bends up to 30% of the day. Sits up to 50% of the day. Facility maintenance 50% of the day. Some lifting required, up to 25 lbs.

Minimum Qualification and Experience:
2+ year of experience in a receptionist role. Excellent written and verbal skills are essential. Detail orientated and organize. Intermediate computer skills with Microsoft, Excel and filing experience. Must have the ability to learn to operate the receptionist desk and follow procedures. Superior communication skills are required. Must be able to multi-task, demonstrate high attention to details, and time management. Punctuality and good attendance is a must. Work professionally as a team member in conjunction with other employees and departments. US person (Green Card holder or US citizen) is required.

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