U.S. Facilities, Inc., a consolidated facility management service company, is seeking a Receptionist in Cupertino, CA 95014. The Receptionist will operate in a dynamic, rapidly changing environment requiring flexibility, adaptability, collaboration, initiative, and excellent organizational and problem-solving skills.
The ideal candidate will be experienced in handling a wide range of support tasks and enjoy the challenge of assisting executives. The role requires interacting with staff at all levels, sometimes under pressure, while maintaining a prominent level of professionalism. Necessary skills include attention to detail, strong written and verbal communication, exercising a high level of confidentiality, and strong decision-making ability. The role is ideal for someone looking to grow their career within a global company.
Candidate Profile:
* Self-starter; demonstrates resourcefulness with proven ability to anticipate needs and manage multiple tasks
* Critical thinker; demonstrates outstanding judgment and problem-solving capabilities
* Flexible "can do" attitude; able to adapt and reprioritize to shifting or competing priorities
* High level of judgment and discretion related to sensitive and confidential information
* Strong organizational skills and attention to detail
* Self-starter; demonstrates resourcefulness with proven ability to anticipate needs and manage multiple tasks
* Critical thinker; demonstrates outstanding judgment and problem-solving capabilities
* Flexible "can do" attitude; able to adapt and reprioritize to shifting or competing priorities
* High level of judgment and discretion related to sensitive and confidential information
* Strong organizational skills and attention to detail
* Proficient written and verbal communication skills
* Strong interpersonal skills; "ambassador" to both internal and external stakeholders
* Ability to work independently and as part of a dispersed team
* Motivated by working in a fast-paced, dynamic environment
* Stays current on and easily adopts to new technology
* Willing to work outside of normal business hours when necessary
* Maintain confidentiality when handling executive matters
Responsibilities:
Managing the Reception Desk
Point of contact for all visitors and vendors: register, greet, alert host
General employee support
Arrange incoming/outgoing mail with various shipment services
Oversee meeting room bookings proactively resolving capacity issues
Reserve/set-up meeting rooms for executive & VIP meetings
Office Catering
* Coordinate daily office catering for breakfast and lunch
* Ensure deliveries are on time and check that orders received are correct
* Troubleshooting as issues arise
* Expenses
Access Control
* Arrange appropriate security access passes for Aptiv staff and visitors
* Conduct bi-weekly badge audits
* Implement a safe & secure workplace; freight and lobby doors stay closed, no one unknown walking floor, deactivating badges for leavers
Office Coordination
* Maintain office seating plan & employee roster
* Keep inventory of supplies & snacks
Facilities & Building Management:
* Flag & track maintenance requests & repairs to solution
* Conduct frequent floor walks to ensure high standard of cleanliness is maintained
Executive Support:
Assist with preparing & supporting high level meetings, some out of hour's work required.
Coffee/lunch runs for executives
Assist executives with:
Errands
Mailing/shipping documents and items
Maintain travel kit for executives
Gift wrapping
Organizing and inventory of supplies
Printing/label making/folder making
Contact cards
Projects based on interest and ability
Assist with booking restaurant reservations
Managing Quarterly earnings binders
Expenses
Culture:
* Maintain list of employee work anniversaries & birthdays and coordinate monthly/quarterly celebrations
* Assist with setting up for holidays and events
Background, Experience as Minimum Qualifications:
Bachelor's degree
Minimum of two years' experience working as a receptionist for executive assistant
Advanced knowledge of Microsoft Office (Outlook, Work, PowerPoint, Excel & Teams)
Excellent interpersonal and communication skills
Preferred Qualifications:
* Proficiency in Microsoft Office, Adobe Acrobat, Teams, Webex, Zoom, Workday & Concur
* Previous experience at a global organization, working with a dispersed team
* Project management experience
* Customer service mindset
U.S. Facilities, Inc. is an Equal Opportunity Employer of Minorities, Females, Protected Veterans, and Individuals with Disabilities.
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U.S. Facilities, Inc. is an Equal Opportunity Employer of Minorities, Females, Protected Veterans, and Individual with Disabilities.
