Administrative - HR Operations Assistant/Receptionist

Job Title: Administrative - HR Operations Assistant / Receptionist

Location:  San Diego, CA 92108

Duration: 12 Months

Location: On-site

PR: $21.00/hr

Job Summary

The HR Operations Assistant / Receptionist serves as the first point of contact for visitors and employees, delivering a professional and welcoming front-desk experience. This role provides comprehensive administrative support across multiple departments, including Human Resources, Accounts Payable/Receivable, Safety, and Facilities, while maintaining an organized, secure, and efficient workplace environment.

Key Responsibilities

Front Desk & Visitor Management

• Greet and assist visitors, employees, vendors, and applicants in a professional manner

• Manage incoming calls via the main switchboard and direct appropriately

• Ensure adherence to security protocols and maintain a safe workplace environment

Mail, Shipping & Distribution

• Handle incoming and outgoing mail and coordinate daily distribution

• Prepare shipping labels and manage courier shipments

• Scan and route official correspondence to appropriate teams

• Coordinate forwarding of employment-related documents

Administrative & HR Support

• Provide administrative and clerical support to HR and other departments

• Assist with onboarding processes and recruitment activities

• Support coordination of meetings, events, and conference room logistics

• Manage internal communication postings and event flyers

Safety, Events & Catering Support

• Assist with safety-related documentation such as evacuation rosters

• Coordinate catering arrangements for meetings and events

Accounts Receivable (AR) Support

• Receive and log incoming payments

• Scan and maintain accurate records of checks and deposits

• Coordinate communication with relevant finance teams

• Prepare deposits based on established thresholds

Accounts Payable (AP) Support

• Process incoming invoices and statements

• Maintain accurate filing and documentation

• Distribute payments to relevant departments after confirmation

• Coordinate internal communication for utilities and vendor-related documents

Mass Communications

• Create and distribute internal communication materials

• Manage recurring announcements and facility updates

• Coordinate timely distribution of urgent notifications

Badge Management & Security

• Issue and track temporary and contractor badges

• Verify employee credentials using internal systems

• Maintain badge logs and ensure compliance with security procedures

• Support permanent badge issuance when needed

Conference Room & Guest Support

• Assist guests and employees with navigation and meeting setup

• Provide on-site support during meetings and presentations

Key Stakeholders

Internal: HR, Finance, Safety, Facilities, Operations Teams
External: Couriers, Vendors, Visitors

Required Qualifications

• High school diploma or equivalent

• Prior experience in receptionist, administrative, or customer service roles preferred

• Proficiency in Microsoft Office (Outlook, Excel, Word)

• Strong organizational, multitasking, and communication skills

• Ability to handle confidential information with discretion

• Professional demeanor with a strong customer service focus

Preferred Skills

• Strong interpersonal and communication abilities

• High attention to detail and organizational skills

• Customer-focused mindset with hospitality orientation

• Adaptability and ability to work in a team environment

• Reliability and commitment to confidentiality

Work Environment

• Office-based role with extended periods of sitting and computer use

• Frequent interaction with employees, visitors, and vendors

• Regular phone and administrative tasks