Receptionist, Administrative​/Clerical

TITLE:

Receptionist

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.

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 Bay Cities department managers with various projects at the direction of the Sr. Executive Administrator.

Why is this role exciting? 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.

Each of these are important to service our customers and give them the best possible information about Bay Cities and start to work with us or stay with us.

• Answers incoming telephone calls, determines purpose of callers, and forwards calls to appropriate personnel or department. Retrieves messages and forwards to appropriate personnel or transfers to voice mail. Updates phone list.
• Answers questions about organization and provides callers with address, directions, and other information.
• Welcomes on‑site visitors, determines nature of business, and announces visitors to appropriate personnel.
• Monitors visitor access and issues badges.
• Receives, sorts, and routes mail, prints labels for UPS/Fed Ex shipping, and maintains and routes publications. Coordinates shipping and labels for outgoing parcels and packages.
• Creates new hire mailboxes.
• Maintains fax machines, assists users, sends faxes, and retrieves and routes incoming faxes.
• Ensures supply of stamps, UPS/Fed Ex supplies and batteries.
• Trains backup receptionist and interns.
• Cleans and restocks Industry building coffee machine.
• Receives Welcome Kit requests and coordinates with Marketing on production. Prepares sales inserts, assembles, fills, and ships kits.
• Routes incoming leads to sales or DIYPack on the same day. Sends leads needing further qualification to Administrative Assistant for follow‑up.
• Performs other clerical duties as needed, such as filing, faxing, photocopying, and collating.
• Executes purchase order entry and RFQs when needed. (BCL, Hanan & Dept)
• Orders all office supplies for all offices.
• Logs and records purchasing orders and RFQs. Keeps information organized and accessible.
• Actively manages and runs the open purchase order report daily and follows up on incoming order due dates to ensure required delivery dates will be met by suppliers.
• Verifies receipt, follows up and tracks orders to ensure supplies/materials are shipped and delivered on promised dates.

• 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.
• Ability to demonstrate strong customer focus and work ethic of seeking continual improvement.
• Must be able to work overtime as required.

• You will be working at the main headquarters.
• You will spend approximately 70% of time in an office on the computer, 20% of your time in meetings, 10% of your time on the…