Receptionist/ Administrative Assistant (Job ID: 2743) - San Diego, CA

Published: August 11, 2018


Greets Clients or visitors coming into office and ascertains nature of business and directs them to appropriate department or person. Answers telephone and pleasantly handles inquires. Transfers calls to appropriate person or voicemail.


Performs secretarial support.  Types correspondence, transmittals and other documents from draft form to final form from rough drafts, which may contain technical terminology.   Open and distribute mail and incoming packages. Interfaces with Administrative Secretary and other support staff for overall coordination of workload.


Skills required:

  • Professional Telephone Manner
  • Front Office Appearance
  • Organizational and Communication Skills
  • Self-motivated
  • Flexibility
  • Detail Oriented Spreadsheet Software Word Processing Software





Receptionist Duties:

Ÿ        Answer telephone; direct calls to appropriate party

Ÿ        Maintain “Daily Destination Log” and Conference Room Schedules

Ÿ        Greet clients in a professional manner and offer beverage

Ÿ        Make sure Conference rooms are kept in a neat and orderly fashion

Ÿ         Clean and organize coffee station/sink area daily, including client any dishes left in the sink and all dishes left on the drying rack.

Ÿ        Open, date stamp and distribute mail and incoming packages

Ÿ        Log incoming agreements, packages and checks received via mail

Ÿ        Assist with the coordination of outgoing packages/mail

Ÿ        Run copies of correspondence, documents, memorandums, etc. and distribute



Administration Duties:

Ÿ         Preparation and/or typing of correspondence, reports, transmittals, memorandums, labels, and envelops

Ÿ        Prepare/maintain routine spreadsheets or schedules as direction

Ÿ        Maintain computerized employee list, telephone/address list, monthly staff count

Ÿ        Maintain computer database containing client contact list and telephone directory

Ÿ        Maintain project directories

Ÿ        Maintain comprehensive filing system for Administrative and Project files

Ÿ        Assist with coordination of monthly employee birthday celebration

Ÿ        Maintain and monitor front office stationary and supplies

Ÿ        Assist with Contracts Administration duties

Ÿ        Accounting assistance

Ÿ        Any other requested duties




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