Receptionist & Office Coordinator

Sprott•Carlsbad, CA

7d•Onsite

About The Position

Sprott USA is looking for an energetic, engaging and highly motivated full-time Receptionist & Office Coordinator to join its team in its Carlsbad, California office. This position will report to the Senior Human Resources Generalist and be responsible for welcoming employees and visitors, maintaining office inventory and communal areas, and coordinating office projects and events. The ideal hire is someone that has a “no task is too small or too big” mentality, and will be collaborative, flexible, and extremely organized. Additionally, the candidate will have good energy about them, a service-focus mindset, be detail-oriented, pro-active and have a positive and engaging personality. They must enjoy interacting with people and demonstrate an ability to maintain composure and problem-solve. This position will report to the office 5 days per week.

Requirements

2 years of corporate administrative experience
Technology proficient
Excellent knowledge of Microsoft Office (Outlook, Word, Excel, PowerPoint and Teams)
Strong organizational skills and attention to detail
Exceptional telephone and written communication skills
Comfortable in a multi-support role
Ability to work independently as well as part of a team
Good energy, detail oriented and a positive and engaging personality
Enjoy interacting with people and service-oriented mindset
Ability to maintain composure and problem-solve while multi-tasking
Proactive and high emotional intelligence

Responsibilities

Welcoming employees and guests and providing assistance as needed
Taking voicemail messages and relaying them to the appropriate person
Handling, sorting and distributing all incoming deliveries, couriers and mail services, including internal mail distribution
Handling all outgoing deliveries, couriers and mail services
Sustaining a neat, organized, well-equipped and safe reception, kitchen and overall office space, including unloading the dishwasher and coffee machine maintenance
Reporting of any usual suspicious persons or activities
Organizing office catering when requested including ordering, setting up and cleaning up
Ordering and stocking the office and kitchen supplies (including snacks), tracking inventory and creating supply lists for ease of re-orders
Coordinate with vendors for general office maintenance (cleaners, building management, plant care, etc.)
Managing vendors, monitoring and maintaining office equipment; inventory supplies and order replacement supplies as needed and ensuring everything is in good working order
Maintaining a safe and secure working environment by following Company policy and local health and safety requirements
Preparing the boardroom for meetings with audio visual equipment
Coordinating and communicating with the reception, information technology and accounting teams in the other offices
Liaising with building management and IT for security requests, visitor key fobs and facilities management
Helping to support the team with administrative tasks such as entertainment, reservations and managing expenses
Event planning management
Ad hoc requests and projects as needed