Receptionist

U.S. Facilities, Inc., a consolidated facility management service company, is seeking a Receptionist in Cupertino, CA 95014. The Receptionist will operate in a dynamic, rapidly changing environment requiring flexibility, adaptability, collaboration, initiative, and excellent organizational and problem-solving skills.

The ideal candidate will be experienced in handling a wide range of support tasks and enjoy the challenge of assisting executives. The role requires interacting with staff at all levels, sometimes under pressure, while maintaining a prominent level of professionalism. Necessary skills include attention to detail, strong written and verbal communication, exercising a high level of confidentiality, and strong decision-making ability. The role is ideal for someone looking to grow their career within a global company.

Candidate Profile:

• Self-starter; demonstrates resourcefulness with proven ability to anticipate needs and manage multiple tasks
• Critical thinker; demonstrates outstanding judgment and problem-solving capabilities
• Flexible "can do" attitude; able to adapt and reprioritize to shifting or competing priorities
• High level of judgment and discretion related to sensitive and confidential information
• Strong organizational skills and attention to detail
• Self-starter; demonstrates resourcefulness with proven ability to anticipate needs and manage multiple tasks
• Critical thinker; demonstrates outstanding judgment and problem-solving capabilities
• Flexible "can do" attitude; able to adapt and reprioritize to shifting or competing priorities
• High level of judgment and discretion related to sensitive and confidential information
• Strong organizational skills and attention to detail
• Proficient written and verbal communication skills
• Strong interpersonal skills; "ambassador" to both internal and external stakeholders
• Ability to work independently and as part of a dispersed team
• Motivated by working in a fast-paced, dynamic environment
• Stays current on and easily adopts to new technology
• Willing to work outside of normal business hours when necessary
• Maintain confidentiality when handling executive matters

Responsibilities:

• Managing the Reception Desk
• Point of contact for all visitors and vendors: register, greet, alert host
• General employee support
• Arrange incoming/outgoing mail with various shipment services
• Oversee meeting room bookings proactively resolving capacity issues
• Reserve/set-up meeting rooms for executive & VIP meetings

Managing the Reception Desk

• Point of contact for all visitors and vendors: register, greet, alert host
• General employee support
• Arrange incoming/outgoing mail with various shipment services
• Oversee meeting room bookings proactively resolving capacity issues
• Reserve/set-up meeting rooms for executive & VIP meetings

Office Catering

• Coordinate daily office catering for breakfast and lunch
• Ensure deliveries are on time and check that orders received are correct
• Troubleshooting as issues arise
• Expenses

Access Control

• Arrange appropriate security access passes for Aptiv staff and visitors
• Conduct bi-weekly badge audits
• Implement a safe & secure workplace; freight and lobby doors stay closed, no one unknown walking floor, deactivating badges for leavers

Office Coordination

• Maintain office seating plan & employee roster
• Keep inventory of supplies & snacks

Facilities & Building Management:

• Flag & track maintenance requests & repairs to solution
• Conduct frequent floor walks to ensure high standard of cleanliness is maintained

Executive Support:

• Assist with preparing & supporting high level meetings, some out of hour's work required.
• Coffee/lunch runs for executives
• Assist executives with:
• Errands
• Mailing/shipping documents and items
• Maintain travel kit for executives
• Gift wrapping
• Organizing and inventory of supplies
• Printing/label making/folder making
• Contact cards
• Projects based on interest and ability
• Assist with booking restaurant reservations
• Managing Quarterly earnings binders
• Expenses

Culture:

• Maintain list of employee work anniversaries & birthdays and coordinate monthly/quarterly celebrations
• Assist with setting up for holidays and events

Background, Experience as Minimum Qualifications:

Bachelor's degree

• Minimum of two years' experience working as a receptionist for executive assistant
• Advanced knowledge of Microsoft Office (Outlook, Work, PowerPoint, Excel & Teams)
• Excellent interpersonal and communication skills

Preferred Qualifications:

• Proficiency in Microsoft Office, Adobe Acrobat, Teams, Webex, Zoom, Workday & Concur
• Previous experience at a global organization, working with a dispersed team
• Project management experience
• Customer service mindset

U.S. Facilities, Inc. is an Equal Opportunity Employer of Minorities, Females, Protected Veterans, and Individuals with Disabilities.

#USFIND01