Administrative Support Receptionist

Job Summary

• Serves as admin support receptionist for Corporate Headquarters. Greets and directs visitors. Answers and screens phone calls, and provides back up phone support for the Administrative Services staff. Provides support to Public Relations, OCG Project Managers, Product Development, the Mail Distribution Center, and Human Resources. This job requires bilingual skills in both English and Spanish

Major Job Responsibilities/Job Duties:

• • Greets and directs all visitors who enter the “O” Street building ensuring all visitors and vendors are signed in, provides appropriate badges, and notifies appropriate OS contact. Answers and screens calls from the JGB doors in English and Spanish, responds appropriately to applicant questions, and ensures deliveries are directed to the correct recipient. Works closely with Facilities to maintain and distribute building access cards for contractors, “loaners”, and Security Guards, and keeps an eye on TV monitors for any suspicious activity.
  • Coordinates order, confirmation, delivery and tracking of expenses for flower arrangements to be sent from the Company. Orders meals, snacks and other supplies for departments across the company, coordinates pickup and delivery, and tracks expenses for Executive Admin to reconcile for Accounting.
  • Provides administrative support to Public Relations including creation of “Sorry No” communications, distribution of donation items to various organizations, and other special projects as needed.
  • Provides back-up coverage in English and Spanish for the auto-attendant when calls ring through the Operator
  • Distributes various event tickets to team members, accepts and properly forwards any deliveries at the front desk to appropriate recipients.
  • Updates Company phone directory and ensures correct information is posted on the Intranet. Updates department order lists and communicates to team members
  • Provides administrative support to Product Development including tracking premium claims on a weekly basis, submission of claims to Vendor for reimbursement, and communicating with Assistant Buyer for updated premium costs.
  • Assists Human Resources team as needed with bilingual support to current team members and applicants and provides back-up support for onboarding processes as needed.
  • Supports Executive Admin teams as needed, assists with special projects, prepares conference rooms for meetings, and ensures all front desk procedures are updated.
  • Performs all other duties as assigned

Skills and Abilities:

• High school diploma or equivalent
• 1-2 years of experience in a receptionist, administrative support, or customer service role

• Proficiency in Microsoft Office (Outlook email and scheduling, Teams, Sharepoint, Excel, Word, Powerpoint)and office equipment.

• Type 50 WPM
• Excellent customer service skills; must be dependable and consistent
• Excellent verbal and written communication skills in both English and Spanish, with the ability to

• interact effectively with team members at all levels of the organization; Strong grammar, punctuation,spelling, and proofreading skills.

• Ability to handle confidential information with discretion and professionalism; thorough attention to detail, and good problem solving and follow through.
• Good organizational skills, ability to use sound judgment, and ability to prioritize work and handle a variety of projects concurrently.

Our Commitment to Equal Opportunity & Your Privacy

EEO Statement:

This Company is an Equal Opportunity Employer, and does not discriminate on the basis of race, gender, ethnicity, religion, national origin, age, disability, veteran status, or on any other basis prohibited by law. Information on race, gender and national origin will only be used for statistical and recordkeeping purposes, and will not be used in making any employment decisions. All information provided will be kept separate from your expression of interest. Providing this information is strictly voluntary, and you will not be subjected to any adverse action or treatment if you choose not to provide this information. If you do not choose to answer these questions, we ask that you select "Decline to Identify" for each question. Thank you for your voluntary cooperation.

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