Receptionist

JOB SUMMARY:

Under the daily direction of the Facility Supervisor, this role supports the Facility Service and Property Management groups by performing the necessary Pasadena office operation administrative tasks.

ESSENTIAL FUNCTIONS:

• Act as ACCO's "Director of First Impressions", greeting office visitors, answering incoming telephone calls, and directing visitors/callers in a professional manner, reflecting the ACCO brand
• Responsible for document control (new hire documents, personnel files, training logs, certificates, etc.)
• Create, edit, sort, and assemble project specific folders/documents, as directed
• Maintain various Google Sheets, and Excel-based workbooks
• Assist and provide back-up for various administrative tasks, as needed
• Send and receive correspondence via U.S. mail, Tricor, messenger, UPS, Federal Express, etc.
• Provide office printing, and external printing orders, with ACCO printing service vendors
• Assist in making travel arrangements for the department
• Assist with the scheduling of meeting spaces, as well as ordering lunches, or other needed preparation activities for meetings, as needed
• Assist with client "Lunch & Learns", presentation preparations, and marketing events
• Provide onboarding-related assistance to new hires (ordering business cards, uniforms, supplies, etc.)
• Perform word processing; draft general correspondence, office memos, and notifications
• Collaborate with the Facilities supervising and managing team, and notify them of building maintenance items (e.g. updates regarding janitorial matters, pest control, phones, printers, plotters, internet, IT, equipment, etc.), building repair requests, access requests to secure areas (which may include providing keys), sign-in/out sheets, etc.
• Monitor and order office (stationary, paper plotter/printer machines, etc.), kitchenette (coffee and water service, cafeteria supplies/utensils), and Pipe Shop supplies, as needed
• Partner with Facilities to manage key fobs at the Las Vegas office
• Perform general clerical duties, including: filing, typing, scanning, photocopying, faxing, sorting and distributing incoming mail, facsimiles, etc.
• Perform general receptionist duties (e.g. answering the telephone in a prompt, friendly, pleasant, and professional manner)
• Forward calls to the appropriate person at the Las Vegas location, or directing the caller to the proper office
• Transfer phone calls to the after-hours, on-call service agency, and vice-versa
• Keep track of location personnel (and whether they are in the office, or not) to accurately notify folks of calls, visitors, etc.

EDUCATION AND EXPERIENCE:

• High School Diploma (or equivalent) is required
• One year of Receptionist and office administrative experience (or equivalent) is preferred
• Experience in the Contracting or Construction fields is preferred, but not required
• Possesses extensive computer knowledge in Microsoft Office (including MS Word, MS Excel, etc.), expert utilization of Google applications (including Gmail, Google Calendar, Google Docs, etc.), and of online applications on handheld devices
• Possesses general Internet savviness; capable of providing detailed data searches, and navigating online applications
• Demonstrates an ability to stay well-organized
• Demonstrates an ability to multitask
• Performs effectively in a team environment
• Demonstrates a "team player", goal-oriented mindset
• Capable of working well under pressure, and handling fast-paced environments
• Possesses good written communication skills
• Capable of effectively communicating over the phone, and in person
• Demonstrates strong customer service skills, with both internal and external customers
• Demonstrates punctuality (which is essential to the successful execution of this position)

ACCO COMPETENCIES:

• Proactivity / Initiative: Recognizes and anticipates what needs to be done, and accomplishes it in a manner appropriate for one's level/position, and with minimal supervision.
• Perseverance: Shows the wherewithal to fight for difficult goals despite challenges, and to bounce back from adversity.
• Insight: The ability to gather and make sense of information that suggests new possibilities.
• Engagement: Shows a knack for using emotion and logic, to communicate a persuasive vision and connect with people.
• Teamwork: The ability to effectively work toward common goals with others by supporting, encouraging, and sharing information in an authentic and approachable manner.
• Big Picture: Understands and contributes to organizations' short-term and long-term business strategy. On a personal level, has independently developed a vision for short-term and long-term career success.
• Motivation / Dedication: Commits to excellence in pursuing unselfish goals. Initiates action with collective goals, takes responsibility, and shows personal humility.
• Technical Curiosity / Willingness to Learn: Interest in seeking out new experiences, knowledge, and candid feedback; demonstrating an openness to learning and change.
• Problem-Solver: Ability to identify, analyze, and solve a problem in support of personal, group, department, or organizational objectives.

PHYSICAL REQUIREMENTS:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• The employee may regularly lift and/or move up to 10 pounds, and occasionally lift and/or move up to 30 pounds
• Specific vision abilities required by this job include close vision, and distance vision
• While performing the duties of this job, the employee is regularly required to: stand; use hands to finger, handle, or feel; reach with hands and arms; talk or hear
• The employee is regularly required to: walk and sit; climb or balance; stoop, kneel, crouch, or crawl (for purposes of filling photocopiers and/or printers)
• As the employee maintains and orders supplies for the office, the employee is occasionally required to reach above shoulder height, to access storage cabinets and mail cubicles
• Regular and routine attendance is expected, with occasional mandatory overtime as required

HOURS:

Monday through Friday beginning between 6:00 am and 7:00 am, and ending between 4:00 pm and 5:00 pm, with one hour for lunch. Eight hours per day is required, and occasional overtime may be necessary due to business needs.

COMPETITIVE WAGES:

$18.00 to $23.00 per hour. Applicants please note that actual compensation is determined by several factors that are unique to each candidate, including but not limited to job-related skills, depth of experience, certifications, relevant education or training, and specific work location, among others. The offered wage or salary is only one aspect of an employee's total compensation.

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