Receptionist Job at SPS in San Francisco

Receptionist

Reports To: Client Services Supervisor, Client Services Manager, or equivalent leadership.

Job Overview

The Receptionist provides exceptional service by greeting and assisting all visitors, answering inbound calls, and maintaining a professional company image with prompt, courteous, and efficient service. The role may also assist in mail/shipping operations, hospitality, and general office/facilities work as operational needs dictate.

Main Functions

• Answer all calls and correspondences, delivering an exceptional customer service experience for all incoming and outgoing visitors.
• Perform light facilities/hospitality work, including opening troubleshooting tickets, ordering supplies, stocking kitchens and service areas, and setting up or taking down conference rooms for meetings and events.
• Provide mail service support, including sorting, distributing mail, and receiving/tracking packages.

Duties and 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 appropriate person.
• Ensures all visitors understand and sign the corporation’s Non‑Disclosure Agreement (NDA).
• Logs visitors into the registration system.
• Activates temporary badge access for employees with lost or missing badges.
• Issues facility access cards to employees.
• Routes global calls, some confidential, using the company‑wide switchboard while maintaining professionalism.
• Prioritizes calls and escalates customer service issues to the proper chain of command.
• Maintains current company phone and speed‑dial lists.
• Provides training to backup staff and guidance on policies and procedures.
• Notifies employees upon receipt of inbound deliveries or routes deliveries to the Mail Room as appropriate.
• Provides light administrative support such as scheduling meeting rooms, ordering catering, and assisting other teams with tasks.
• Monitors and follows up on loaned access cards, contacting Security if not returned by the end of the day.
• Builds professional relationships with customers and other teams.
• Maintains the reception area neat and orderly, including visitor reading materials.
• Services and replenishes the barista, pantry, conference, kitchen, or meeting areas.
• Performs meeting room and conference room set‑ups.
• Monitors office supply levels and replenishes and orders as needed.
• Assists with copy/print orders and monitors equipment functionality.
• Maintains professionalism and composure when interacting with all callers and visitors.
• Determines additional support needs when handling sensitive inquiries in person or on the phone, providing back‑of‑office coverage as needed.
• Proactively seeks out additional work during downtime.

Competencies

• Driven by client satisfaction
• Strong integrity and business ethics
• Excellent communication skills
• Professional attitude and appearance
• Good organizational skills
• Ability to maintain confidentiality
• Strong attention to detail
• Effective time management and task prioritization
• Results‑oriented
• Works well with internal and external stakeholders
• Fast learner
• Follows instructions and adapts to change and adverse situations

Qualifications and Education Requirements

• High School Diploma or equivalent.
• 1‑3 years of previous administrative/reception/concierge experience (preferred).
• Ability to work assigned hours as determined by management.
• Excellent organizational and time‑management skills.
• Analytical abilities and problem‑solving aptitude.
• Superb written and verbal English communication skills.
• Task‑driven personality focused on customer satisfaction.
• Ability to multi‑task and prioritize tasks and customer needs.
• Current knowledge or ability to learn computer‑based systems such as multi‑phone line systems, PC/Mac, MS Office, multifunctional devices, and fax/mail equipment.
• Professional appearance and attitude required.
• Adherence to all policies and procedures.

Physical Demands

• Fine and/or gross motor skills including grasping, lifting, and moving 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.
• Manual dexterity required for operating office machinery (phone, copier, binding equipment).
• Ability to lift or move 40 lbs. or greater frequently.

Travel

None or negligible.

Other Duties

This job description is not exhaustive. Duties, responsibilities, and activities may change at any time with or without notice.

Pay Range

$22 - $25 USD

What We Offer

• Career Growth: An opportunity to learn new skills or apply a variety of them that may open other career opportunities.
• Learning & Development: A culture that promotes continuous learning to help employees excel.
• Recognition Programs: Opportunities to be recognized for talent across all levels.
• Benefit Offerings: Medical, Dental, Vision, HCFSA, DCFSA, HSA, Commuter Transit and Parking, Supplemental Life Insurance, Accident Insurance, Critical Illness, Hospital Indemnity, Legal Program, Identity Theft Protection, Pet Discounts, Pet Insurance, Group Home and Auto Insurance, Employee Assistance Program, Short‑Term Disability, Life Insurance, Education Discounts, 401(k) with matching, Entertainment Discounts, and Paid Time Off.

Note: For positions routinely under 30 hours/week, benefit offerings may differ. Please inquire with Human Resources.

About SPS

SPS is an award‑winning outsourcing solutions provider that leverages Intelligent Automation (Artificial Intelligence & Robotic Process Automation) in over 22 countries. In North America, our services include Mailroom Management, Office Services such as Reception, Lobby Concierge, Conference Room Management, and Document Processing Services utilizing leading‑edge technologies. Our clients span banking, insurance, legal, higher education, advertising, and other professional services, including many Fortune 500 companies. SPS is committed to providing high‑caliber outsourcing experience and challenging career opportunities across North America and globally. We invest in professional development and offer comprehensive benefits and training programs.

Equal Employment Opportunity

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, or any other status protected by applicable law.

Accommodation Statement

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

Applicant Note

Applicants are prohibited from using real‑time AI tools, prompts, scripts, or real‑time assistance during any and all interviews over any forum or platform.