Receptionist Job at U.S. Facilities, Inc. in Cupertino
U.S. Facilities, Inc., Cupertino, CA, United States, 95014
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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
- 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
- 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
- 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
- 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
- Maintain office seating plan & employee roster
- Keep inventory of supplies & snacks
- Flag & track maintenance requests & repairs to solution
- Conduct frequent floor walks to ensure high standard of cleanliness is maintained
- 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
- Maintain list of employee work anniversaries & birthdays and coordinate monthly/quarterly celebrations
- Assist with setting up for holidays and events
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
- 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
#USFIND01
Seniority level
Seniority level
Entry level
Employment type
Employment type
Full-time
Job function
Job function
AdministrativeIndustries
Facilities Services
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