Receptionist

2 weeks ago


Irvine, California, United States Vaco Full time
Job Summary

We are seeking a highly organized and detail-oriented Receptionist to join our team at Vaco. As the first point of contact for employees, guests, and service providers, you will create a positive impression and contribute to the success of our business.

Key Responsibilities
  • Manage the reception desk, working closely with another receptionist to ensure a smooth and efficient workflow.
  • Greet visitors warmly and professionally, escorting them to their designated conference rooms or offices.
  • Monitor and maintain the cleanliness of conference rooms and the CEO's office after meetings.
  • Ensure the office environment is neat and organized, with a focus on the lobby area.
  • Answer, screen, and direct incoming phone calls, providing basic company information as needed.
  • Receive, sort, and distribute daily mail, deliveries, and couriers.
  • Follow security protocols, controlling access, monitoring logbooks, and issuing visitor badges.
  • Update calendars and schedule meetings or appointments for various individuals and departments.
  • Assist with organizational projects and collaborate on event planning.
  • Keep accurate records of office expenses and costs.
  • Run errands and handle tasks such as filing, photocopying, and ordering supplies.
  • Assist with expense reports and book travel arrangements, including preparing travel itineraries.
  • Manage kitchen and stockroom supplies, ensuring office supply closets and snacks are well-stocked.
  • Coordinate building maintenance requests and office upkeep, paying attention to detail.
  • Perform other duties as assigned by management.
Qualifications & Competencies
  • High School diploma required; college degree preferred, or equivalent work experience.
  • At least one year of experience as a receptionist or in a professional office environment.
  • Proficiency with Microsoft Office Suite; experience with Concur software is a plus.
  • Experience in making travel arrangements and creating itineraries.
  • Strong written and verbal communication skills.
  • Excellent organizational skills, with the ability to multitask, prioritize, and work well under pressure.
  • Ability to work effectively both independently and as part of a team.
  • Resourceful and proactive in addressing issues that may arise.
  • Professional appearance and business office attire.
  • Reliable transportation.
  • Proficient in operating necessary office equipment (e.g., phone, fax, copier, scanner, computer).
  • Able to lift, move, and carry up to 30 lbs.

Vaco values a diverse workplace and strongly encourages women, people of color, LGBTQ+ individuals, people with disabilities, members of ethnic minorities, foreign-born residents, and veterans to apply.


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