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Corporate Receptionist

Company: SWISS POST SOLUTIONS INC
Location: Santa Monica
Posted on: November 12, 2021

Job Description:

Job Details

Level
Experienced

Job Location
AZLAX 16 - Santa Monica, CA

Position Type
Full Time

Education Level
High School

Travel Percentage
Up to 25%

Job Shift
Day

Job Category
Admin - Clerical

Role Summary:

The Corporate Receptionist Provides exceptional service by greeting and assisting all visitors and answering inbound calls. Continuously offers the highest level of service to all corporate employees and their visitors. Maintains a professional image of the company by providing prompt, courteous and efficient service. As an effort to be a cross-trained team player, the Receptionist may be called upon to assist in other SPS service areas such as, but not limited to Mail/Shipping operations, Hospitality and general office/facilities work based on operational needs to provide a top tier customer experience.

Key Responsibilities:

  • Reception/Concierges: Primary function. Answer all calls, provide an exceptional customer service experience for all incoming/outgoing visitors.
  • May assist with Light Hospitality work: Perform hospitality work as needed such as but not limited to assisting customers to open troubleshooting tickets, help order supplies, stock kitchens/service areas with supplies. May be asked to help set up/ take down conference rooms for meetings/events.
  • Mail Service: Will be cross trained to assist mail services as needed. This includes, but not limited to sorting/distributing mail, receiving/ tracking packages.
  • Provides 5-star customer service to all employees and visitors (in all forms of communication).
  • Answers incoming telephone calls and routes callers to the person who can best assist them.
  • Ensures all visitors complete, sign, and understand their responsibility for adhering to the corporation's Nondisclosure Agreement (NDA).
  • Logs visitors into registration system.
  • Activates access for temporary badges for employees who forgot or lost their badge or are experiencing issues with their current badge.
  • Issues facility access cards to employees.
  • Answers and properly routes global calls, some confidential in nature, using company -wide switchboard or provide appropriate information to the caller. Calls are to be handled expeditiously, in a professional and businesslike manner while being friendly and using a high standard of customer service.
  • Prioritizes calls and escalates customer service issues to the proper chain of command.
  • Takes initiative to ensure the company phone and speed dial lists are current.
  • Responsible for training a back-up and providing guidance on policies and procedures.
  • Notifies employees upon receipt of inbound deliveries or have the delivery made to the Mail Room as is appropriate.
  • Provides light administrative support to staff as directed such as scheduling meeting rooms, ordering catering, assisting other teams when needed for various tasks (envelope labels, compiling manuals, etc.).
  • Proactively seeks out additional work during downtime.
  • Follows up on loaned access cards to make sure all are returned and contact Security if card is not returned by the end of the day.
  • Builds professional relationships with customers and other teams.
  • Maintains the reception area in a neat and orderly fashion to include visitor reading materials.
  • Maintains professionalism and composure when interacting with all callers/visitors.
  • Strategically determines what additional support is needed when handling sensitive inquiries in person or on the phone.

    Competencies:
    • Driven by client satisfaction
    • Strong integrity, solid business ethics
    • Excellent communication skills
    • Expert in customer service skills, professional attitude and appearance
    • Good organizational skills
    • Ability to maintain confidentiality
    • Strong attention to detail
    • Strong aptitude in effectively managing time and on-going tasks
    • Results oriented
    • Works well with people both internal (SPS) and external (assigned client)
    • Fast learner
    • Good at following instructions and handling change and/or adverse situations in customer service environments

      Qualifications:
      • High School Diploma/G.E.D. or equivalent
      • 1-3 years of top tier reception/concierge customer service work. Any experience performing general office work such as facilities, mail services, general office hospitality work is helpful.
      • Excellent verbal and written communications skills in English
      • A strong task driven personality driven by customer satisfaction
      • Ability to multi-task and prioritize will be essential
      • Strong aptitude in technology: Multi-phone line systems, PC/Mac systems, MS Office experience, Multifunctional devices (i.e. Copiers/Scanners), Fax/mail machines and/or other devices used in SPS service areas.

        Physical Demands:

        The physical demands described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to stand; walk; sit for extended periods of time; perform face to face customer service work for a majority of the shift; Answer/transfer calls, Shipping/Receiving/Mailroom/Hospitality work as needed: make precisely coordinated movements of the fingers of one or both hands to grasp, manipulate, or utilize computer equipment/documents; Lift/push/pull objects with hands and arms; and talk or hear. Must have the ability to multi-task and work in a deadline driven environment which may be fast paced at times. Specific vision abilities required by this job include close vision, distance vision, ability to adjust focus and ability to match or detect differences between colors, including shades of color and brightness.

        Travel: None

        Other Duties:

        This job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice

        About Swiss Post Solutions

        Swiss Post Solutions (SPS) is a global outsourcing organization that offers both business and document processing services. Our clients are Fortune 500 companies in sectors such as advertising, investment banking, corporate, fashion, finance, law and other professional services Swiss Post Solutions operates in more than 15 countries worldwide providing specialized support functions in areas such as Administrative, Information Technology, Mailroom, Document Production, and other Guest Services. SPS is committed to delivering high caliber outsourcing experience to our clients and offering our employees challenging and exciting career opportunities throughout the North America region and globally. SPS is committed to investing in the professional development of our employees and offers competitive comprehensive benefits and diverse development training programs that leads to building careers.

        At Swiss Post Solutions (SPS) we embrace the uniqueness of our employees and are committed to the fair and equal treatment of all people, applicants, and employees by promoting a culture of access, inclusion, equity and diversity.

        Swiss Post Solutions provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, sexual and reproductive health choices, national origin, age, disability, genetics, military status, gender identity or expression, sexual orientation and/or any other status protected by law.

Keywords: SWISS POST SOLUTIONS INC, Santa Monica , Corporate Receptionist, Accounting, Auditing , Santa Monica, California

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