- Handle all incoming calls at the reception desk and respond to questions and/or requests in a professional manner.
- Manage main line voicemail; forward voicemail calls as needed.
- Maintain appearance of reception area.
- Greet guests and colleagues; provide information to staff and guests.
- Perform general office work; such as, word processing, filing and operating copy and fax machines.
- Maintains supply inventories for reception area.
- Maintains inventory of employee/guest/contractor/visitor badges.
- Maintains security access control system with accurate employee status, including badge access creation.
- Reports presence of unauthorized visitors in or around facility.
- Make appropriate service calls for equipment repair and maintenance.
- Monitor various email boxes and take appropriate action as required.
- Interact frequently with departments and associates for the purpose of resolving issues or completing requests.
- Ensure all visitors and guests sign-in; notify associates when visitors/guests arrive.
- Schedule meeting room set-ups as requested by booking the room prior to the meeting time and inputting the information on the conference room calendar.
- Assist with minor facilities tasks as requested- such as conference room set up.
- Assist with a variety of scheduled and unscheduled projects occurring in the department at any given time.
- Maintain accurate building floor plans and associate head-count by helping with monthly audits.
- Comply with all appropriate policies, procedures, safety rules, and regulations.
- Support mailroom functions and operations when required; i.e., sort and distribute in-coming mail, prepare outgoing packages by adding postage, etc.,
- Set up purchase requisitions through Oracle Procurement System when required.
- Process incoming invoices when required.
- Perform related duties as assigned.
- All assigned duties to be performed on-site.
- Education & Experience:
- At a minimum, a High School Diploma or equivalent is required.
- Minimum 2 years in a corporate reception and/or office administrative position is preferred. Any equivalent combination of training and experience which provides the required knowledge, skills and abilities to perform the job requirements is also acceptable.
- Proficiency in Microsoft Office (Word/Excel/Outlook) is required.
- Must have excellent written, verbal and oral communication skills:
- The Office Services Associate - Receptionist communicates effectively with colleagues, vendors, and management to ensure proper coordination of tasks.
- The Office Services Associate - Receptionist will be working with customers over the phone and face to face and will require great attention to detail.
- Ability to multitask:
- Our ideal candidate will need to have the ability to work on various tasks at the same time and complete them without errors.
- Ability to work under pressure of deadlines and time constraints:
- Our Office Services team has several deadlines to meet throughout the day. Often times, there will be changes that cause time constraints which are outside of our control. Effective planning and time management will help reduce the likelihood unexpected situations.
- Experience working with Oracle or equivalent procurement system:
- The Office Services Associate - Receptionist will be assisting with the processing of department vendor payments.
- Our ideal candidate will have experience with entering purchase requisitions in Oracle and/or similar procurement system and processing invoices against assigned purchase orders (PO's).
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Office Services Associate - El Segundo, United States - Cetera Financial Group
Description
Cetera Financial Group is currently seeking an Office Services Associate - Reception for our El Segundo location.This is a unique opportunity to join our team to deliver world-class customer service to our colleagues and clients In the office during operating hours, Monday - Friday, 7:30am - 5:00pm.
What you will do:
What you need to have:
Compensation packages are based on a wide array of factors unique to each candidate, including but not limited to skill set, years and depth of experience, certifications, and specific office location.
Compensation ranges may differ in differing locations due to cost of labor considerations.#LI-Onsite
