Receptionist / Administrative Assistant

Description

TITLE:  Receptionist / Administrative Assistant 

DEPARTMENT:  Sales 

REPORTS TO:  Sr. Executive Administrator 

FLSA STATUS:  Non-Exempt 

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 man