Receptionist Job at SPS in Santa Monica

Job Title

Receptionist

Job Overview

The Receptionist provides exceptional service by greeting and assisting all visitors and answering inbound calls. The role continuously offers the highest level of service to all corporate employees and their visitors, maintaining a professional image of the company with prompt, courteous, and efficient service. As part of a cross‑trained team, the receptionist may also assist in other service areas such as mail‑shipping operations, hospitality, and general office/facilities work to provide a top‑tier customer experience.

Main Functions

• Primary function of reception/concierge: answer all calls and correspondences and provide an exceptional customer service experience for all incoming/outgoing visitors.
• Light facilities/hospitality work: perform hospitality work as needed such as assisting customers to open troubleshooting tickets, helping order supplies, stocking kitchens/service areas with supplies, and setting up/taking down conference rooms for meetings/events.
• Mail Service: cross‑trained to assist mail services as needed, including sorting/distributing mail and receiving/tracking packages.

Duties & Responsibilities

• Provides 5‑star customer service to all employees and visitors (in all forms of communication).
• Answers incoming telephone calls and routes callers to the person who can best assist them.
• Ensures all visitors complete, sign, and understand their responsibility for adhering to the corporation’s Nondisclosure Agreement (NDA).
• Logs visitors into the registration system.
• Activates access for temporary badges for employees who forgot or lost their badge or are experiencing issues with their current badge.
• Issues facility access cards to employees.
• Answers and properly routes global calls, some confidential in nature, using company‑wide switchboard or providing appropriate information to the caller. Calls are handled expeditiously, in a professional and business‑like manner while being friendly and using a high standard of customer service.
• Prioritizes calls and escalates customer service issues to the proper chain of command.
• Takes initiative to ensure the company phone and speed dial lists are current.
• Responsible for training a back‑up and providing guidance on policies and procedures.
• Notifies employees upon receipt of inbound deliveries or has the delivery made to the Mail Room as is appropriate.
• Provides light administrative support to staff as directed, such as scheduling meeting rooms, ordering catering, and assisting other teams with various tasks (envelope labels, compiling manuals, etc.).
• Follows up on loaned access cards to make sure all are returned and contacts Security if the card is not returned by the end of the day.
• Builds professional relationships with customers and other teams.
• Maintains the reception area in a neat and orderly fashion to include visitor reading materials.
• Services and replenishes the barista, pantry, conference, kitchen, or meeting areas.
• Performs meeting room and conference room set‑ups.
• Monitors the level of office supplies on the floor, and replenishes and orders accordingly.
• Assists with copy/print orders and/or monitors the copy/print equipment for satisfactory functionality.
• Maintains professionalism and composure when interacting with all callers/visitors.
• Strategically determines what additional support is needed when handling sensitive inquiries in person or on the phone. Provides back‑of‑office coverage as needed.
• Proactively seeks out additional work during downtime.

Competencies

• Driven by client satisfaction
• Strong integrity and solid business ethics
• Excellent communication skills
• Expert in customer service skills, professional attitude, and appearance
• Good organizational skills
• Ability to maintain confidentiality
• Strong attention to detail
• Strong aptitude for effectively managing time and on‑going tasks
• Results‑oriented
• Works well with people both internally and externally
• Fast learner
• Good at following instructions and handling change and/or adverse situations in customer service environments

Qualifications & Education Requirements

• High School Diploma (or equivalent) required.
• 1‑3 years prior work experience. Strong preference for previous administrative/reception/concierge professional experience.
• Ability to work assigned work hours determined by the manager.
• Excellent organizational and time-management skills.
• Analytical abilities and aptitude in problem-solving.
• Superb written and verbal English communication skills.
• A strong task‑driven personality driven by customer satisfaction.
• Ability to multi‑task and prioritize tasks, assignments, and customer needs.
• Current knowledge or ability to learn computer‑based systems required for functions such as multi‑phone line systems, PC/Mac systems, MS Office, multifunctional devices (copiers/scanners), fax/mail machines and/or other devices used in service areas.
• Required to maintain an overall professional appearance and attitude.
• Adhere to all policies and procedures required.

Physical Demands

• Fine and/or gross motor skills, including the ability to grasp, lift and/or carry or otherwise move packages on a standard wheeled cart with a load capacity of 60 lbs.
• Ability to walk, bend, kneel, stand, and/or sit for an extended period of time.
• Manual dexterity required for operating office machinery (phone, copy machines, binding equipment, etc.).
• Ability to lift or move 40 lbs. or greater frequently.

Travel

None or negligible

Other Duties

This job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.

Pay Range

$23 – $24 USD

What We Offer

• Career Growth: An opportunity to enter a job that allows you to learn new skills or use a variety of them that may lead you to uncover other career opportunities!
• Learning & Development: At SPS, we promote a work culture of learning so that you can develop to be the best at what you do!
• We Recognize Talent: We offer a variety of recognition programs for all levels of employees!
• Benefit Offerings: Medical, Dental, Vision, HCFSA, DCFSA, HSA, Commuter Transit and Parking, Supplemental Life Insurance, Accident Insurance, Critical Illness, Hospital Indemnity, Legal Program, Identify Theft Protection, Pet Discounts, Pet Insurance, Group Home and Auto Insurance, EAP, Short Term Disability, Life Insurance, Education Discounts, 401k with matching, Entertainment Discounts, & Paid Time Off.
• Note: Please inquire with the Human Resources team for benefit offerings per role as regular positions that routinely are under 30 hours/week may have a different benefit offering.

About SPS

SPS is an award‑winning employer of choice offering outsourcing solutions that leverage Intelligent Automation (Artificial Intelligence & Robotic Process Automation) in more than 22 countries across the globe. In North America, our services include Mailroom Management (both physical and digital), Office Services such as Reception, Lobby Concierge and Conference Room Management in addition to Document Processing Services utilizing leading edge technologies. Our clients today are companies in sectors such as banking, insurance, legal, higher education, advertising and other professional services, including many Fortune 500 companies. SPS is committed to delivering high caliber outsourcing experience to our clients and offering our employees challenging and exciting career opportunities throughout the North America region and globally. SPS is committed to investing in the professional development of our employees and offers competitive comprehensive benefits and diverse development training programs that lead to building careers.

Accommodations

SPS offers reasonable accommodations in the hiring and employment process for individuals with disabilities. If you need assistance in the application or hiring process to accommodate a disability, you may request an accommodation at any time.

EEO Statement

SPS provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, sexual and reproductive health choices, national origin, age, disability, genetics, military status, gender identity or expression, sexual orientation and/or any other status protected by applicable law.

Seniority level

• Entry level

Employment type

• Full‑time

Job function

• Administrative

Industries

• Outsourcing and Offshoring Consulting