Office Experience Receptionist

Common Arts, Inc.•Long Beach, CA

9d•Onsite

About The Position

The Long Beach Headquarters of our award-winning, multi-brand design firm is searching for a Office Experience Receptionist to be a champion for guest hospitality at the firm. This is a highly visible role which demands outgoing and unique people skills, high level interpersonal communication, as well as, an ability to gain a depth of knowledge about our business. This is an exciting opportunity to make a meaningful contribution to the customer and employee experience for our partner design firms: RDC, Studio One Eleven, DyeLot, and PDO. The goal of the Office Experience Receptionist role is to be responsible for various administrative duties with a focus on the front desk, while serving as an enthusiastic company ambassador who will take pride in greeting guests with top-level service. In addition, this role is responsible for enhancing the office experience by assisting with community partnerships, coordinating events in our space, and employee engagement. As mentioned, the position requires an outgoing personality, initiative, and a customer service attitude as well as the curiosity to learn about the firm’s business and the ability to anticipate the needs of the organization, including programs and procedures relevant to the activities of the Principals, Directors, and other staff.

Requirements

Experience in a busy customer service environment and the ability to handle multiple tasks efficiently.
Exceptional customer service experience and skills
Excellent communication and collaboration skills, both verbal and written
Self-starter who takes pride and initiative in servicing employees and clients
Friendly, outgoing attitude.
Highly motivated and well organized
Structured management of work, responsibilities, and reporting
Strong computer skills: Windows, Microsoft applications.
Commitment, and an interest in self-development to improve the role
Demonstrate written and verbal English communication skills.
Aptitude for building productive business relationships
Must be flexible and able to adjust to meet the changing needs of guests, staff and event schedules.
Must be able to work late when needed

Nice To Haves

Bachelor’s degree a plus

Responsibilities

Greet all visitors with top level service (including offering them beverages, showing them to the restroom, discussing appropriate details of the organization and other requests as needed) and direct them to the appropriate person
Answer all incoming calls through reception and take appropriate action to ensure they are communicated properly, accurately, and in a timely manner
Maintain front of office and ensure it’s clean and organized to present a professional image
Act as an approachable point of contact for all employees and guests on all matters of assistance and direct them to the appropriate party
Maintain company phone list and keep it updated as appropriate
Maintain company office supplies, field requests, and place orders as needed
Assign parking cards to new hires and maintaining parking validations
Process mail and packages (Incoming/outgoing and distribution) and maintain mail room
Support other departmental administrative assistants, as needed.
Type, proof, and distribute transmittals, memos, and other correspondence, as needed.
Establish and maintain electronic and paper files
Assist in the coordination and act as the point of contact before and during community events as needed
Set up and break down meetings with clients
Make meeting arrangements, via Zoom and Microsoft Teams and maintain company calendar
Order lunch for meetings and set up lunch in the designated conference room
This role will be responsible for learning about the firms’ projects and business in order to speak intelligently and accurately to our guests
The Office Experience Receptionist will be trained to give office tours
Community partnerships and building employee services should be a focus of this role (i.e., setting up a booth with a local business, partnering with nonprofits and community focused organizations to create events, car wash and dry-cleaning services, etc.)
Maintain Staff Directory
Maintain Wellness Programs
Check with the Senior Manager, Community Experience to see if this event is appropriate for the office and who should be informed and invited
Work with Senior Manager, Community Experience to ensure event request forms are completed and distributed appropriately
Schedule space and add to the event calendar and inform those involved from our firm of any conflicts
Work with office resources (IT, Marketing, Facilities) to arrange the room, AV, communication about the event, cleaning and other
Ensure all events are placed on the calendar to be communicated to the office as private/public and invite employees when appropriate