Havas Edge
  • Carlsbad, CA, USA
  • Hourly
  • Full Time

Medical, Dental, Vision and 401k, Paid Holidays, Fun work environment


Receptionist

 
Overview:

Provides general office support with a variety of administrative activities and related tasks. The receptionist is responsible for answering and directing incoming calls (via multiline telephone system), mail distribution, flow of correspondence, and requisition of supplies. Serves visitors by greeting, welcoming, and directing them appropriately; provides general front desk and office duties and additional support to the office manager.

RESPONSIBILITIES:

Reception

  • Answers incoming telephone calls, determines purpose of callers, and forwards calls to appropriate personnel or department
  • Takes and delivers messages or transfers calls to voice mail when appropriate personnel are unavailable
  • Answers questions about organization and provides callers with information such as company address, directions to the company location, company fax numbers, company website, and other related information
  • Welcomes on-site visitors, determines nature of business, and announces visitors to appropriate point of contact
  • Monitors visitor access
  • Schedules conference rooms and assists in preparation of conference rooms for various meetings and visitors
  • Assists in conference room clean-up as needed
  • Keeps office supplies and kitchen supplies stocked, organized and neat
  • Receives, sorts, routes mail, and maintains and routes publications
  • Coordinates the pick-up and delivery of express mail services (FedEx, UPS, etc.)
  • Assigns building access cards

 

Travel Booking Assistance

  • Assist travel manager with travel request for your location
  • Assists with travel request scheduling at your specific location
  • Take travel request and submit for proper approvals
  • Utilize reservation system to assist with company travel requests

 

General Office Operations

  • Schedules/Orders lunches for client meetings Responsible to inputting building maintenance request with property management
  • Maintenance and upkeep of storage spaces
  • Organize/Assist with office and company events
  • Performs other administrative duties as needed, such as expense report submissions, filing, photocopying, data entry, and collating

Competencies and Qualifications:

  • Excellent communication skills and interpersonal skills
  • Professional and polished demeanor and positive attitude
  • Strong knowledge of email (LotusNotes/Outlook) and Microsoft Office programs
  • Strong data entry skills with flawless attention to detail
  • Ability to handle multiple phone lines simultaneously
  • Minimum high school diploma or equivalent (GED)
  • 1 or more years of office experience; prior experience as a receptionist or related preferred
  • Experience with administrative procedures
  • Strong time management skills
  • Ability to multitask in a fast-paced environment
  • Detail-Driven
  • Strong problem-solving skills
  • Self-motivated and directed to own assignments through to completion
  • Problem solver
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