Please note: This position is a temporary-to-hire position. The selected candidate will initially be hired and employed through one of our staffing agency partners, with the potential to transition to regular employment with Lyles Services Co.
Job Purpose
The Receptionist / Administrative Assistant serves as the first point of contact for visitors, employees, vendors, and customers while supporting the efficient day-to-day operations of the office. This position is responsible for creating a professional and welcoming environment, managing front-office activities, coordinating administrative functions, supporting company events and employee engagement initiatives, and providing general administrative assistance across the organization as needed.
Essential Duties and Responsibilities
Essential duties and other responsibilities include, but are not limited to, the following:
- Greet and assist visitors, employees, vendors, and customers in a professional and courteous manner.
- Answer, screen, and direct incoming calls to the appropriate employee, department, or business unit.
- Maintain a clean, organized, and welcoming reception and lobby area.
- Manage visitor sign-in procedures and assist with visitor badges and access coordination as needed.
- Notify employees of visitor arrivals and coordinate meeting logistics when appropriate.
- Perform local business-related errands and deliveries, including transporting mail, documents, packages, supplies, and other materials between company locations and external business partners as needed.
- Assist with outgoing mail and shipping activities as needed.
- Provide general administrative support to management and departments across the organization.
- Prepare correspondence, reports, presentations, forms, and other business documents.
- Assist with filing, scanning, recordkeeping, data entry, and document management activities.
- Maintain internal contact lists, office directories, and other administrative resources.
- Coordinate conference room reservations and assist with meeting preparation and hospitality needs.
- Assist with the coordination, ordering, inventory, and maintenance of office supplies, equipment, and workplace resources.
- Support office operations by assisting with conference room readiness, administrative services, and general office coordination.
- Coordinate service requests and communicate with vendors or building management regarding office-related needs.
- Provide backup support for mailroom, front desk, and office services functions as needed.
- Assist with planning, coordinating, and executing company-sponsored meetings, employee appreciation events, recognition programs, trainings, community events, and special projects.
- Coordinate event logistics including scheduling, catering, supplies, materials, vendor communication, and room setup.
- Support employee engagement initiatives that promote a positive workplace culture.
- Assist with event setup, hospitality, registration, and post-event activities.
- Collaborate effectively with employees across multiple departments and business units.
- Support special projects and organizational initiatives as assigned.
- Perform other duties as assigned.
Qualifications
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Required Education & Experience
- High school diploma or equivalent required.
- Two (2) years of experience in a receptionist, administrative assistant, customer service, office support, or similar role preferred.
- Experience working in a professional office environment preferred.
- Any combination of education and experience that provides the required knowledge, skills, and abilities may be considered.
Desired Skills & Knowledge
- Proficiency in Microsoft Office Suite, including Outlook, Word, Excel, PowerPoint, and Teams.
- Excellent customer service and interpersonal skills.
- Strong verbal and written communication skills.
- Professional phone etiquette.
- Strong organizational skills and attention to detail.
- Ability to manage multiple priorities in a fast-paced environment.
- Ability to exercise sound judgment, professionalism, and discretion.
- Ability to work independently and collaboratively in a team environment.
Certificates, Licenses, Registrations
- Valid California Driver's License and acceptable driving record required. Ability to operate a company-provided vehicle for local business travel between company locations as needed.
Competencies
To perform this job successfully, an individual should demonstrate the following competencies:
Customer Focus
Demonstrates a commitment to providing excellent service to visitors, employees, vendors, and customers. Respond promptly and professionally to inquiries while creating a positive and welcoming experience.
Effective Communication
Communicates clearly, professionally, and respectfully in verbal and written interactions. Listens attentively, conveys information accurately, and adapts communication style to the audience.
Collaboration
Works effectively with individuals at all levels of the organization. Builds positive working relationships and contributes to a team-oriented environment.
Initiative
Takes proactive action to address issues, identify opportunities for improvement, and complete work with minimal direction. Demonstrates ownership and follow-through.
Organization & Time Management
Effectively manages multiple priorities, deadlines, and competing demands. Maintains organized records, schedules, and work processes.
Adaptability
Adjusts effectively to changing priorities, business needs, and workplace demands. Remains flexible and maintains productivity in a dynamic environment.
Thoroughness
Ensures that work is accurate, complete, and well organized. Reviews information carefully and follows established procedures to maintain quality and consistency.
Professionalism
Demonstrates dependable, courteous, and professional behavior. Represents the Company positively through appearance, conduct, and interactions with others.
Personal Integrity
Maintains confidentiality and handles sensitive information appropriately. Consistently demonstrates honesty, accountability, and ethical decision-making.
Physical Requirements
Physical Demands
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.
While performing the duties of this position, the employee is regularly required to sit, stand, walk, use hands and fingers, reach with hands and arms, and communicate verbally. The employee must frequently move throughout the office, assist with meeting and event setup, transport materials, and interact with employees and visitors. The employee must be able to lift, carry, push, and/or move up to 30 pounds. Specific vision abilities required by this job include close vision, distance vision, depth perception and ability to adjust focus.
Work Environment
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.
Office - The noise level in the work environment is typically moderate. This position is primarily performed in an office setting and requires regular interaction with employees, visitors, customers, vendors, and other business partners.
Job Site - This position may require travel between company offices and business locations to support administrative operations, deliver documents, mail, packages, supplies, and assist with meetings, events, or other business-related activities. The employee may be exposed to varying weather conditions while traveling between locations.
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.
The Company is an Affirmative Action and Equal Opportunity Employer/Veterans/Disabled. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, or protected veteran status and will not be discriminated against on the basis of disability. Equal Employment Opportunity Posters if you’d like to view a copy of the company’s affirmative action plan or policy statement, please email [email protected]. If you have a disability and you believe you need a reasonable accommodation in order to search for a job opening or to submit an online application, please e-mail [email protected] or call toll-free 559-441-1900.
This email and phone number is created exclusively to assist disabled job seekers whose disability prevents them from being able to apply online. Only messages left for this purpose will be returned. Messages left for other purposes, such as following up on an application or technical issues not related to a disability, will not receive a response.
Notice to Staffing Agencies
The Company will not accept unsolicited resumes from any source other than directly from candidates. Any unsolicited resumes sent to the Company, including via mailing address, fax machine, email, or directly to employees, will be considered the property of the Company. The Company will not pay any fee for placements resulting from unsolicited resumes. The Company will consider any candidate for whom an Agency has submitted an unsolicited resume to have been referred by the Agency free of any charges or fees.
Agencies must receive advance written approval from the Company’s recruiting representative before submitting resumes, and only in conjunction with a valid, fully executed contract for service and in response to a specific job opening. The Company will not pay fees to any Agency without such an agreement in place. Agency agreements must be in writing and signed by the Human Resources Representative or their designee; no other Company employee is authorized to enter into agreements regarding candidate placements on behalf of the Company. Please send any questions or concern to [email protected].
