Receptionist / Administrative Assistant

Description

• TITLE:  Receptionist / Administrative Assistant 

DEPARTMENT:  Sales

• REPORTS TO:  Sr. Executive Administrator 

FLSA STATUS:  NonExempt

Bay Cities, an Employee Owned Company, is the leading creative packaging and display partner to brand marketers, retailers and e-commerce. Our passion, experience, technology, and consumer insights move product and drive sales. 

Our Mission

Our Passion Powers Your Product 

Our Values

• Creativity: Our ideas create Client success. 
• Passion: We have heart with a Customer Service attitude. 
• Integrity: We honor our business & planet with sustainable practices. 
• Responsible: We own it! 
• Safe: Our safe work habits protect us all. 
• Fun: We take our work seriously- not ourselves 

Summary

What is my purpose? 

An extension of the sales department, the Receptionist is the “director of first impressions” by answering and directing all incoming phone calls, via multi-line switchboard, in a professional manner. This role serves as the primary coordinator of office (and priority) mail pick-ups, and deliveries. The role greets each visitor, provides necessary visitor and safety information, and runs an organized reception area. This position assists the Sr Executive Administrator and sales and marketing.  

Job Function

Why is this role exciting? 

You are the first impression our customers and suppliers see when they walk into our doors or call us. You hear first-hand their questions and their impressions about Bay Cities. The more you can help them and answer their questions, the more impressed they will be with Bay Cities. You also get to work on many other impressions we give our clients through social media, tradeshows, events and sales tools. Each of these are important to service our customers and give them the best possible information about Bay Cities and start to work with us or stay with us. 

What am I responsible for?

• Greet incoming clients and visitors at the office. 
• Always maintain and organize the front desk, coffee bar, break room, and other office spacing areas. 
• Check daily mail, including client dropped-off packages, distribute them to the designated Team Member, and notify them via Teams Messenger. Check daily emails as well as Teams Messenger and correspond as needed. 
• Receives, sorts, and routes mail, prints labels for UPS/FedEx shipping, and maintains and routes publications. Coordinates shipping and labels for outgoing parcels and packages. 
• Maintains fax machines, assists users, sends faxes, and retrieves and routes incoming faxes. 
• Maintains breakroom and stockroom supplies for Bentonville Office. Ensures supply of stamps, UPS/FedEx supplies and batteries. 
• Trains backup receptionist and interns. 
• Assists with market research and generating lead lists for sales executives using ZoomInfo and Seamless.AI. Prequalifies leads prior to distributing to Sales Executives. Enters all generated leads into Outreach.IO CRM. 
• Assists with coordinating company-wide and Bentonville events. Serves as Culture Club liaison for the Bentonville office. 
• Serves as facility management lead by coordinating maintenance requests with Sr. Executive Administrator and appropriate vendors. Conduct monthly fire extinguisher checks. 
• Scans Bentonville billing statements, invoices, and receipts and sending emails to the Accounts Payable Corporate Office. 
• Performs other clerical duties as needed, such as filing, faxing, photocopying, and collating. 
• Works with Bay Cities Logistics and other carriers to coordinate shipping of pallets 
• Assists Supply Chain Managers with inventory and data checks. 
• Assist Project Managers with inventory records. 
• Assist Project Managers with product fitments.  
• Assist Project Managers with Walmart Year End Meeting and Year Beginning Meeting needs. 
• Performs other duties as needed. 

Education, Experience & Competencies

What do I need to be successful? 

• 2 years of community college or bachelor’s degree. Previous receptionist experience, preferably on a multi-line switchboard preferred.  
• Ability to multi-task and to efficiently produce accurate and timely work in a fast-paced environment. 
• Excellent problem-solving skills, good interpersonal and communication skills (verbal and written) to correspond with vendors, customers, and managers. 
• Extensive knowledge of organizational skills and office practices. 
• Computer proficiency in all Microsoft Office Software especially MS Word and MS Excel. 
• Proficiency with Adobe Creative suite a bonus. 
• Ability to demonstrate strong customer focus and work ethic of seeking continual improvement. 
• Must be able to work overtime as required. 

What kind of environment will I be working in? 

• You will be working at the main headquarters. 
• You will spend approximately 70% of time in an office on the computer, 20% of your time in meetings, 10% of your time on the Manufacturing and Distribution floor. 
• You will work collaboratively throughout the organization with all levels of management. 
• You will work in a Team oriented, results driven environment. 

Core Competencies

• High ethical standards. Models and supports organization’s goals and values; adapts to changing conditions; demonstrates persistence and overcomes obstacles. Consistently conducts themselves in an honest and trustworthy manner. Does not pursue their own individual objectives to the detriment of company goals. Sets an example for others to follow. Does the right thing. 
• Demonstrates energy and passion about what they do and knows how to balance work and fun. Is generally optimistic and upbeat; fun to be around. Has a strong belief and zeal for the industry, the job, and the company. Conveys energy and intensity at work with a capacity for keeping others enthusiastic and involved. 
• Operates with a customer service orientation internally and externally. Works to positively build the Bay Cities brand in everything he/she does. Builds strong, positive relationships with all stakeholders. 
• Acts as an owner of the business and instills that same attitude and level of action in others. Is proactive in taking responsibility for all outcomes/results and avoids ‘pointing fingers’. Helps to create and maintain a strong feeling of belonging in the immediate and overall team. 
• Regularly involves others in decisions that affect their job or work environment. Demonstrates co-operation and trust with colleagues and teams across organizational boundaries. Participates as a team player and establishes strong working relationships to deliver positive results. 
• Strong project management skills, including the ability to prioritize, balance, and manage multiple efforts with strong results/goal orientation.  Uses time effectively, prioritizes and organizes work flow; can orchestrate multiple activities at once. Agility and personal adaptability with the ability to successfully manage multiple priorities with a high sense of urgency in a rapidly changing environment. 
• Displays original thinking and creativity; Meets challenges with resourcefulness; Generates suggestions for improving work. Learns quickly when facing new problems; a relentless and versatile learner; open to change; strives for continuous improvement of self and processes. 
• Excellent communication (oral and written) and interpersonal skills with the ability to convey information and ideas in a variety of media, tactful, confident, at all levels, internal and external. Must have strong interpersonal skills and ability to manage multiple projects in a rapidly changing environment.   

Other

• US Persons Only (US citizens, lawful permanent residents, refugee or asylee – all require proper identification and documentation). 
• Up to 10% travel required. 
• Physical and Environmental Requirements:  While performing the duties of this Job, the employee is regularly required to talk or hear. The employee is frequently required to stand and sit. The employee is occasionally required to walk and reach with hands and arms. The employee must occasionally lift and/or move up to 50 pounds. Specific vision abilities required by this job include close vision and color vision. 
• Work environment includes front-office and manufacturing in California.  The noise level in the work environment is usually moderate. 
• Pre-Employment Verifications:  Must pass background and reference checks, drug screen, and physical examination prior to employment.