Receptionist​/Administrative Assistant

Receptionist / Administrative Assistant

Department: Sales

Reports To: Sr. Executive Administrator

FLSA Status: Non-Exempt

Bay Cities, an Employee Owned Company, is the leading creative packaging and display partner to brand marketers, retailers and e-commerce. Our passion, experience, technology, and consumer insights move product and drive sales.

Our Passion Powers Your Product

• Creativity: Our ideas create Client success.
• Passion: We have heart with a Customer Service attitude.
• Integrity: We honor our business & planet with sustainable practices.
• Responsible: We own it!
• Safe: Our safe work habits protect us all.
• Fun: We take our work seriously- not ourselves

An extension of the sales department, the Receptionist is the “director of first impressions” by answering and directing all incoming phone calls, via multi-line switchboard, in a professional manner. This role serves as the primary coordinator of office (and priority) mail pick‑ups and deliveries. The role greets each visitor, provides necessary visitor and safety information, and runs an organized reception area.

This position assists the Sr Executive Administrator and sales and marketing.

You are the first impression our customers and suppliers see when they walk into our doors or call us. You hear first‑hand their questions and their impressions about Bay Cities. The more you can help them and answer their questions, the more impressed they will be with Bay Cities. You also get to work on many other impressions we give our clients through social media, trade shows, events and sales tools.

• Greet incoming clients and visitors at the office.
• Always maintain and organize the front desk, coffee bar, break room, and other office spacing areas.
• Check daily mail, including client dropped‑off packages, distribute them to the designated Team Member, and notify them via Teams Messenger. Check daily emails as well as Teams Messenger and correspond as needed.
• Receive, sort, and route mail, print labels for UPS/Fed Ex shipping, and maintain and route publications. Coordinate shipping and labels for outgoing parcels and packages.
• Maintain fax machines, assist users, send faxes, and retrieve and route incoming faxes.
• Maintain breakroom and stockroom supplies for Bentonville Office. Ensure supply of stamps, UPS/Fed Ex supplies and batteries.
• Train backup receptionist and interns.
• Assist with market research and generating lead lists for sales executives using Zoom Info and Seamless.
  
  AI. Prequalify leads prior to distributing to Sales Executives. Enter all generated leads into Outreach.
  
  IO CRM.
• Assist with coordinating company‑wide and Bentonville events. Serve as Culture Club liaison for the Bentonville office.
• Serve as facility management lead by coordinating maintenance requests with Sr. Executive Administrator and appropriate vendors. Conduct monthly fire extinguisher checks.
• Scan Bentonville billing statements, invoices, and receipts and send emails to the Accounts Payable Corporate Office.
• Perform other clerical duties as needed, such as filing, faxing, photocopying, and collating.
• Work with Bay Cities Logistics and other carriers to coordinate shipping of pallets.
• Assist Supply Chain Managers with inventory and data checks.
• Assist Project Managers with inventory records.
• Assist Project Managers with product fitments.
• Assist Project Managers with Walmart Year End Meeting and Year Beginning Meeting needs.
• Perform other duties as needed.

• 2 years of community college or bachelor’s degree. Previous receptionist experience, preferably on a multi‑line switchboard, preferred.
• Ability to multi‑task and to efficiently produce accurate and timely work in a fast‑paced environment.
• Excellent problem‑solving skills, good interpersonal and communication skills (verbal and written) to correspond with vendors, customers, and managers.
• Extensive knowledge of organizational skills and office practices.
• Computer proficiency in all Microsoft Office Software especially MS Word and MS Excel.
• Proficiency with Adobe Creative suite a bonus.
• Ability to demonstrate strong customer focus…