Receptionist & Shipping Coordinator

Job Summary

We are seeking a highly organized and personable Front Desk Receptionist/Shipping Coordinator to serve as the first point of contact for our office. This vital role combines front desk responsibilities with shipping coordination, ensuring smooth daily operations. Some experience is necessary, but overall training will be provided. The ideal candidate will possess excellent communication skills, proficiency in office management tools, and a proactive attitude to support both the internal team and external clients. Day-to-day activities will include greeting customers in person and over the phone, schedule shipping, and work closely with the Production Manager.

Responsibilities include, but are not limited to:

• Greet visitors and clients warmly, providing exceptional customer service and maintaining professional phone etiquette across multi-line phone systems.
• Manage front desk operations, handling inquiries, and directing calls to correct extensions.
• Adhere to opening routine - Unlocking lobby doors, opening blinds, turning on systems including phones, etc.
• Coordinate shipping activities by creating shipping labels, preparing packages, tracking shipments, and liaising with courier services to ensure timely pick up and delivery.
• Support office management tasks by organizing office supplies including ordering office supplies, overseeing incoming and outgoing postal service mail.
• Support the Production Manager and Accounts Managers by keeping open communication about shipping information, order status, and reports.
• Cross-check shipping information with our ERP system to ensure accuracy.
• Assist management with spreadsheets, filing, and scanning.
• Maintain a clean and organized work area, including the lobby area.
• Adhere to closing routine - Locking lobby door, close blinds, shut down systems, and turn off phones, etc.
• Uphold high standards of organization and time management to ensure seamless daily operations within a fast-paced environment.

Experience

• High School Diploma or equivalent
• Proficiency with computer literacy including Microsoft Office Suite (Word, Excel, Outlook) is required.
• Prior experience in office management or administrative support roles is preferred.
• Data entry systems such as an ERP system is preferred but not required.
• Familiarity with shipping procedures and courier coordination is preferred but not required.
• Strong organizational skills combined with excellent phone etiquette and time management capabilities are essential for success in this role.

Position requirements:

• Reliable commute
• Able to speak, read and write in English
• Ability to use a desktop computer system
• Detail oriented
• Fast Learner
• Cooperative
• Willingness and desire to learn the skills required

Our company culture:

• Team-oriented – cooperative and collaborative
• People-oriented – supportive, focused on fairness; enjoys interacting with people
• Detail-oriented – focused on quality and precision

Olson Visual is one of the most recognized, large-format printing companies in Southern California with over 70 years in business. In our full-service studio located in Hawthorne, CA we design, build, and display for major film studios, movie theaters, event companies, and various other corporations.
Our mission is to deliver the best-looking display our customers can imagine, helping portray their story. We do this by having a team that is reliable and innovative.