Receptionist (Onsite)

Please note that this position is a 1 year contract position and is Onsite.

Required Skills:

• High school diploma or equivalent required
• Previous receptionist, administrative, or customer service experience preferred
• Proficiency in Microsoft Office (Outlook, Excel, Word)
• Strong organizational, communication, and multitasking skills
• Ability to handle confidential information with discretion
• Professional demeanor with a strong emphasis on customer service and safety

Preferred Skills:

• Professional communication and interpersonal skills
• Attention to detail and organization
• Customer service and hospitality
• Adaptability and teamwork
• Confidentiality and reliability

Front Desk & Visitor Services

• Greet, receive, and direct visitors, applicants, vendors, customers, and employees to appropriate contacts.
• Operate and respond to calls on the main switchboard.
• Maintain a professional, courteous presence while ensuring facility safety and security.

Mail, Shipping & Distribution

• Process incoming and outgoing mail and coordinate daily delivery.
• Create shipping labels and prepare FedEx packages, primarily for the Human Resources team.
• Scan and email California EDD mail to the Termination Team
• Forward out-of-state employment mail to MyHR.

Administrative & Human Resources Support

• Provide clerical and administrative support to Human Resources and other departments as needed.
• Assist with HR onboarding, Talent Acquisition activities, and large meetings or events held in the Conference Room.
• Distribute and coordinate the posting of on-site event and communication flyers across buildings.

Safety, Events & Catering Support

Parameter Description

• Assist the Safety Department with building evacuation rosters when requested.
• Support internal and external catering services for meetings and events.

Accounts Receivable (AR) Support

• Receive checks via mail or in person.
• Log checks into the AR spreadsheet and scan with deposit slips.
• Email scanned checks
• Prepare deposits when the check log reaches 32 checks (approximately three times per week).
• Scan and route WEX checks to Benefits Team

Accounts Payable (AP) Support

• Receive AP checks on Mondays and scan/email copies to Accounts Payable.
• Distribute checks to listed departments once AP confirmation is received.
• Open, date-stamp, and file invoices in the AP folder (top-left drawer).
• Date-stamp and place monthly statements in the AP mailbox.

Mass Communications

• Create and maintain weekly communication flyers for facility announcements (e.g., closures).
• Distribute car wash communications weekly (every Wednesday) until otherwise directed.

Badge Management & Security Support

• Issue and track temporary badges for visiting employees or employees who forget or lose access cards.
• Verify employment status in Workday using name and photo identification.
• Maintain temporary badge logs using the designated Excel worksheet.
• Empty the returned badge box daily.
• Coordinate contractor badge requests by confirming point of contact (POC) and work location and notifying Security.
• Issue contractor badges only when general access to Building A is required.
• Assist with permanent badge creation if Facilities staff are unavailable during designated badge hours.

Conference Room & Guest Assistance

• Assist guests and employees with directions to conference rooms and facilities.
• Support visiting presenters and employees during meetings or events as requested.

Candidates must provide their phone number. Job reference number is A5267.