Receptionist- California




JOB SUMMARY:  The Receptionist is responsible for receiving and directing incoming guests, phone calls, faxes, packages, and mail.  The Receptionist also responds to inquiries from internal and external clients in a professional and effective manner.  This person also acts as the backup for the Facilities Coordinator and other Operations positions. 
Office Responsibilities 
• Properly open and close office daily
• Answer phones in a professional and helpful manner and route calls and messages effectively
• Greet all office visitors, make them comfortable and inform contact of their arrival  
• Process and track all courier deliveries, shipments and supplies
• Compile and process all incoming and outgoing mail including postage machine maintenance and replenishing funds 
• Track employee location and contact information on a daily basis
• Compile all staff meeting results and deliver to Director of Operations 
• Support InVision’s Green Program including maintenance of all recycled paper and recycle station in the office
• Maintain and schedule conference rooms
• Administer and troubleshoot Life Size Video Conference system and all conference call carriers
• Maintain and update all pertinent forms on Box
• Maintain reception area and create new ways to refresh and make front area current and professional 
• Maintain instructions for accessing and utilizing materials during absences
Employee Services 
• Assist employees with general administrative requests including travel arrangements, expense reports and Amex reports
• Participate in Fun Day Task Force, which includes planning and execution of fun days, parties and company picnics
• Assist Facilities Coordinator to locate external volunteer projects and administer participation
• Gather and place lunch orders and payments each day 
• Oversee administration of Giant’s season ticket program 
• Primary back up for the Facilities Coordinator and back up for all other operations positions
• Complete timesheet before scheduled deadlines
• Assist in the execution of mid-year and annual off-sites when needed
• Collaboration with Operations/Cultural and Facilities Coordinator on projects and ongoing operations needs
• Special tasks and projects as assigned by Director of Operations 
Skills, Knowledge & Abilities
• Punctual and consistent attendance
• Creative problem solving skills
• Exceptional organizational skills and attention to detail
• Excellent communication skills both written and oral
• Ability to work well under pressure
• Ability to multi-task and prioritize
• Ability to work well in a fast paced environment
• Ability to work independently and as part of a team
• Ability to communicate in a professional and articulate manner
• Valid California Drivers License
• Passion for providing excellent service and quality
HOURS:  The mandatory working hours are 8:30 a.m. to 5:30 p.m., Monday through Friday (40 hours per week).
PHYSICAL REQUIREMENTS:  Ability to perform job duties that may include an average amount of lifting (25 or +lbs.), sitting, bending, stooping and standing is required.
TRAVEL REQUIREMENTS:  Minimal travel is associated with this position.  Travel for InVision related business is reimbursable at the amount allotted under state & federal guidelines. 
EDUCATION/EXPERIENCE:  A minimum of two year’s office/receptionist experience is desired. Proficiency in the following software programs: Microsoft Office and Outlook.