Receptionist/Office Assistant

  • Quanergy Systems Inc
  • Sunnyvale, CA, USA
  • Jun 12, 2018
Contractor Admin-Clerical

Job Description

This is a temporary position to cover an employee while on maternity leave. Serves as the primary receptionist from 8am-5pm to greet all visitors, including vendors, clients, job candidates, and customers to the organization in a professional and friendly manner. Ensures completion of paperwork sign in and security procedures by guests. Answers and screens phone calls in a pleasant and courteous tone; routes phone calls to appropriate personnel when appropriate.

Under direct supervision performs a variety of routine reception, administrative, and office support functions to maintain an efficient office environment; performs other related duties as required. Handles special administrative projects, as well as overflow work from Office Manager.

Core Responsibilities

  • Communication/Customer Service - Needs to be punctual and dependable to cover the front desk from 8-t5. Acting as office receptionist greeting, signing in, offering refreshments and/or snacks, and escorting visitors; answers, screens, and routes telephone calls; conveys information both orally and in writing; keeps office area clean and orderly.
  • Recordkeeping - Responsible for assisting with maintaining office filing and recordkeeping systems; scans, photocopies, enters, edits, and retreives data.
  • Document Preparation - Produces letters, memos, spreadsheets, and agendas from straight copy, rough draft, or oral instructions; completes forms, requisitions, and other documents; submits print requests; prepares pamphlets, flyers.
  • Staff Support - Assists Executives with travel arrangements and expense reports; assists with ordering and setting up company staff and client meeting meals; maintains inventory of office supplies by checking stock to determine inventory levels; anticipating requirements, placing orders as necessary, and stocking items; operates standard office equipment; maintains equipment by completing preventative maintenance; troubleshooting failures; calling for repairs; monitoring equipment operation; sorts, distributes, and reditrects mail.
  • Manufacturing Support - Assists with new hires, lab coats, locker assisgments and card key system.

Required Knowledge, Skills, & Abilities

Education

     Required: High School Diploma or equivalent experience

     Preferred: B.A. in Business Admin or relevant field

Experience

     Required: Previous office experience may be requested, but this can also be an entry level position

     Preferred: 2+ years in professional office setting in administrative position

Special Knowledge/Skills

     Knowledge of:

  • Standard typing/keyboarding layouts and formats
  • Business English (including spelling, grammar, punctuation, and vocabulary)
  • Word processing and computer equipment used in the production of letters, reports, documents, and correspondence
  • Alphabetic, numeric, subject, and chronological indexing and filing rules and systems
  • Arithmatic and business math
  • Modern clerical, office, and record keeping procedures
  • Telephone, office, and online etiquette
  • Current Microsoft Office Suite

     Skills and Abilites to: 

  • Retreive, store and purge information in a wide variety of filing systems
  • Sort and classify information
  • Compile, check, and verify data and information for accuracy and completeness
  • Update and maintain records, logs, rosters, and registers
  • Read, understand and follow oral and written instructions and procedures
  • Complete work in proper sequence
  • Sort and route incoming/outgoing mail
  • Read simple charts, schedules, and tables
  • Receive and assist callers, obtain and transmit information, handle complaints
  • Type with speed and accuracy 
  • Proofread information for conformance with standard typing/keyboarding layouts, identify typographical errors, and correct spelling, grammar, punctuation, capitalization, and word usage
  • Operate modern office equipment including but not limited to computers, printers, scanners, and copiers
  • Establish effective working relationships with management, employees, employee representatives, and the public representing diverse cultures and backgrounds

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