Reception Operations Specialist

2 weeks ago

San Luis Obispo, California, United States Trust Automation Full time
Job Overview

Trust Automation

With over three decades of expertise in custom motors, linear drives, digital drives, and tailored systems, Trust Automation caters to the distinct requirements of its clientele. Our offerings encompass motors, linear drives, digital drives, bespoke assemblies, and solutions for unique applications, alongside comprehensive system design and manufacturing services. We are dedicated to designing, constructing, and supporting control and power management systems for the most challenging sectors, including defense, semiconductor, industrial automation, and medical fields.

Position Summary

This role is pivotal in enhancing Trust Automation's reputation by fostering a positive experience for both visitors and staff. The successful candidate will create a warm, inviting, and friendly atmosphere for all who enter our facility. In addition to visitor engagement, the Receptionist will provide support to the leadership and Human Resources teams, reporting directly to the VP of Human Resources while assisting the Culture Coordinator with various tasks.

Key Responsibilities

To excel in this position, the individual must effectively manage the following essential duties:

  • Overseeing correspondence, maintaining records, and executing clerical duties such as filing, faxing, and photocopying.
  • Greeting guests warmly and addressing their inquiries with professionalism.
  • Collaborating closely with the Culture Coordinator to identify necessary services for guests and groups visiting the facility.
  • Issuing visitor badges and facilitating check-in and check-out processes for non-employee visitors.
  • Ensuring all employees display their company-issued badges.
  • Answering and directing phone calls to the appropriate departments while adhering to established service standards.
  • Completing the daily front desk checklist to ensure all tasks are accomplished.
  • Restocking café items as per the designated schedule outlined in the front desk checklist.
  • Maintaining cleanliness and organization in the café and stockroom areas.
  • Handling mail, packages, and courier deliveries appropriately.
  • Responding to visitor inquiries via phone, email, and in-person, providing relevant information as needed.
  • Maintaining updated directories and logs for visitors, employees, and departments.
  • Assisting in the creation of printed materials for the Human Resources department and events organized by the Culture Coordinator.
  • Supporting the Culture Coordinator with supply orders for the café when necessary.
  • Organizing the reception area in compliance with office protocols and regulations.
  • Helping decorate the office for designated holidays as requested by the Culture Coordinator.
  • Completing end-of-day tasks, including restocking office supplies and ensuring cleanliness in conference rooms and workspaces.
  • Coordinating catering setups and cleanups as per the Culture Coordinator's instructions.
  • Working in conjunction with day porters to maintain cleanliness in high-traffic areas.
  • Performing additional duties as assigned.

Qualifications

  • 1-3 years of relevant experience in office support or customer service roles.
  • Exceptional customer service and communication skills, both written and verbal.
  • Prior experience with high-profile clientele is preferred.
  • Ability to adapt to various personality types.
  • Proficiency in multitasking and managing multiple projects simultaneously.
  • Capacity to maintain discretion, diplomacy, and confidentiality.
  • Quick-thinking and efficient in addressing requests and anticipating needs.
  • Motivated to cultivate a welcoming and positive environment for all.
  • Proficient in Microsoft Excel, Outlook, and Word; experience with PowerPoint and design software such as Canva, Adobe Illustrator, or Affinity Design is a plus.

Physical Requirements

  • Ability to communicate effectively in person, over the phone, or virtually.
  • Dexterity to operate a computer keyboard and other office equipment.
  • Visual acuity to read various materials.
  • Capability to sit or stand for extended periods.
  • Physical ability to lift up to 20 pounds to shoulder height.
  • Agility to lift, carry, push, or pull objects as needed.

Compensation

The salary range for this position is $20.00 - $23.00 per hour.

By submitting your application, you confirm that you have read and understood the information provided and certify that the details in your application are accurate to the best of your knowledge.

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