Receptionist, Administrative​/Clerical

Job Title:
Office Assistant

Job Description

The Office Assistant owns the day-to-day operations of the California office, serving as the primary front desk presence and first point of contact for visitors, clients, customers, and vendors. This role manages reception, phones, mail and shipping, office supplies, vendor and building coordination, and supports company events and celebrations. The position reports to the Executive Assistant and provides backup support when needed, acting as the administrative anchor of the office and ensuring a professional, welcoming, and well-organized environment.

Responsibilities

• Serve as the face of the California office by greeting and welcoming visitors, clients, customers, and vendors in a courteous, professional manner that creates a positive first impression.
• Manage visitor sign-in procedures, issue visitor badges, and maintain a secure and organized front desk area.
• Answer, screen, and route incoming calls on the main office line, take accurate messages, and direct inquiries to the appropriate team members.
• Receive, sort, and distribute incoming mail and packages, and prepare outgoing shipments while coordinating courier services such as Fed Ex, UPS, and USPS.
• Accept deliveries, including food and supply orders, and promptly notify employees for pickup.
• Maintain a clean, organized, and professional reception area and shared office spaces at all times.
• Order, restock, and manage office, conference room, and kitchen/breakroom supplies, monitoring inventory and reordering as needed.
• Coordinate catering and food deliveries for meetings, and ensure conference rooms are properly set up, stocked, and ready for use.
• Help plan and coordinate company events, employee gatherings, and celebrations, including logistics, setup, and vendor coordination.
• Serve as the primary point of contact for outside vendors and service providers, scheduling, coordinating, and following up on office service needs.
• Liaise with building management on maintenance requests, service calls, and facilities issues for the California office.
• Coordinate building access credentials, including programming and deactivating key fobs and managing related charging accounts.
• Provide general administrative support such as scanning, filing, copying, data entry, and document preparation.
• Offer backup support to the Executive Assistant as needed to ensure continuity of administrative operations.
• Perform additional administrative and office-support tasks as required to keep the California office running smoothly.
• High school diploma required.
• Ideally holds an AA or BA degree.
• At least 1 year of experience in a receptionist or front desk role; corporate experience preferred, with flexibility for candidates who hold a BA degree.
• Proficiency in Microsoft Office Suite, including Word, Excel, Outlook, and PowerPoint.
• Experience with multi-line phone systems and scheduling software.
• Strong customer service orientation with a friendly, approachable attitude and a genuine desire to assist others.
• Excellent verbal and written communication skills.
• Strong attention to detail, ensuring accuracy and thoroughness in all tasks and communications.
• Effective organizational skills with the ability to multitask and prioritize work in a busy office environment.
• Ability to work independently with minimal supervision as well as collaboratively as part of a team.
• Professional appearance and demeanor suitable for a front desk and client-facing role.

Additional Skills & Qualifications

• Experience in administrative assistance, clerical work, and general office administration.
• Customer service, both in-person and over the phone.
• Experience with data entry, invoicing, and administrative support tasks.
• Comfort using general office equipment such as copiers, scanners, and printers.
• Strong front desk and reception skills, including managing guest flow and maintaining a welcoming environment.
• Ability to adapt to change and thrive in a growing, evolving organization.
• Interest in professional growth and development within an organization that promotes from within.

The company operates in the security and loss-prevention space, manufacturing grocery store security systems and cart lock-theft prevention products, such as locking wheels that prevent carts from leaving the lot and automatic cart pushers used by major retailers. Founded in 1998 on principles of innovation, quality, and service, the organization is in full growth mode following a recent private equity acquisition and has…