Front Desk Receptionist

Avid Bioservices; Costa Mesa (CA); On-site; USD 45,000 - 56,000; Full time

Job summary

Avid Bioservices in Costa Mesa, California, is seeking a Front Desk Receptionist to be the first point of contact for visitors, clients, vendors, and staff. You will manage day-to-day front desk operations, coordinate visitor management, and provide administrative support across the organization.

Responsibilities include greeting guests, handling inquiries, scheduling meetings, coordinating mail and deliveries, and ensuring confidentiality.

Qualifications

• 1-3 years of receptionist, customer service, or admin experience preferred.
• Experience in a professional office or corporate environment preferred.
• Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint, Teams).
• Strong verbal and written communication skills.
• Excellent customer service and interpersonal skills.
• Ability to multitask and manage priorities in a fast-paced setting.
• Maintain confidentiality of business and employee information.
• Work independently with minimal supervision and strong problem-solving skills.

Responsibilities

• Greet and assist visitors, clients, vendors, and employees in a professional manner.
• Respond to inquiries and direct requests to appropriate departments.
• Manage visitor check-in procedures and logs; coordinate badges and site access.
• Answer, screen, and direct incoming phone calls; schedule meetings.
• Receive, sort, and distribute mail and deliveries; prepare outgoing mail.

Skills

Customer service

Communication

Time management

Professionalism

Independent work

Tools

Microsoft Office Suite

Outlook

Word

Excel

PowerPoint

Teams

Job description

Looking to join a passionate team dedicated to developing and manufacturing life-saving biopharmaceuticals? Avid Bioservices is a leading clinical and commercial biologics CDMO focused on creating innovative solutions to meet the needs of our clients and improve patient outcomes.

Your Role:

The Front Desk Receptionist serves as the first point of contact for visitors, clients, vendors, and employees. This position is responsible for creating a professional and welcoming experience for all guests while managing day-to-day front desk operations and providing administrative support across the organization. The Receptionist ensures efficient office operations by coordinating visitor management, communications, office services, meeting logistics, and general administrative activities.

Visitor and Customer Service

• Greet and assist visitors, clients, vendors, and employees in a professional and courteous manner.


• Respond to general inquiries and direct requests to the appropriate departments or personnel.


• Manage visitor check-in procedures and maintain visitor logs and records.


• Coordinate visitor badges and site access requests in accordance with company procedures.


• Locate and notify appropriate employees when guests, vendors, or clients arrive.

Office Administration

• Answer, screen, and direct incoming phone calls.


• Coordinate and schedule meetings, appointments, and conference room reservations.


• Receive, sort, and distribute incoming mail, packages, and deliveries.


• Prepare outgoing mail and coordinate courier and shipping services.


• Maintain confidentiality of business and employee information.

Office Operations and Facilities Coordination

• Maintain the reception area and front desk in a organized, and professional manner.


• Monitor office, breakroom, beverage, and reception supplies.


• Configure lobby televisions and display monitors to present company announcements.


• Coordinate communication with Facilities, Information Technology (IT), janitorial services, and other support departments regarding building maintenance issues, repairs, and operational concerns, including plumbing, sewage, cleaning, and related matters.


• Track and follow up on facility service requests to ensure timely resolution.

Event and Meeting Support

• Coordinate catering and food service arrangements for company meetings.


• Assist with site events, employee engagement activities, and other special projects.


• Support conference room setup and logistics as needed.

Minimum Qualifications:

• Minimum of 1-3 years of receptionist, customer service, administrative assistant, or related office experience preferred.


• Experience working in a professional office or corporate environment preferred.


• Proficiency in Microsoft Office Suite, including Outlook, Word, Excel, PowerPoint, and Teams.


• Strong verbal and written communication skills.


• Excellent customer service and interpersonal skills.


• Ability to manage multiple tasks and priorities in a fast-paced environment.


• Strong organizational skills and attention to detail.


• Ability to maintain professionalism and confidentiality.


• Ability to work independently with minimal supervision.


• Strong problem-solving and decision-making skills.


• Ability to interact effectively with employees at all levels of the organization as well as external visitors and vendors.

Position Type/Expected Hours of Work:

This role is a full-time onsite position. Days and hours of work are Monday through Friday 8:00am – 5:00pm unless otherwise stated by Supervisor. The employee must also have the ability to work overtime and/or weekends when necessary.

Compensation:

We offer competitive compensation packages for this role, including a base salary, performance-based bonuses, and comprehensive benefits such as health, dental, and vision insurance, 401(k) matching, and paid time off.

The compensation range for this role is $21.53 - $26.92 annually depending on experience and qualifications. Additionally, we offer opportunities for career growth and development as well as a supportive and inclusive work environment.

Who you are:

• You have a \"bring it on!\" team player approach and an unshakable positive attitude, always ready to tackle anything that comes your way.


• Your written and verbal skills are out of this world, and you communicate with clarity and confidence.


• You have exceptional multitasking skills and an unparalleled attention to detail that ensure the smooth running of everything.


• You are a master at building relationships, capable of establishing connections with anyone, be it team members, clients, vendors, or suppliers.

Physical Demands & Work Environment:

In this dynamic role, expect a blend of regular activities like sitting, standing, and walking, with occasional physically engaging tasks such as lifting objects up to 25 pounds. The work environment might expose you to electrical shocks, toxic chemicals, vibrations, or loud noise levels occasionally. However, reasonable accommodations are available to enable individuals with different abilities to perform effectively, ensuring a supportive and adaptable work setting. Your visual acuity, including close, distance, and color vision, will be essential in navigating through the diverse day-to-day demands of this position.