HQ Receptionist

VSI; Santa Clarita (CA); On-site; USD 25,000 - 30,000; Full time

Job summary

VSI HQ Receptionist role at our corporate headquarters involves greeting visitors, answering calls, and ensuring a professional front desk environment while coordinating mail and TBS courier transfers between stores and HQ.

The position requires strong communication, organizational skills, and the ability to multitask in a busy setting; experience with Microsoft Office is expected, with occasional extended hours as needed.

Qualifications

• High School Diploma or equivalent required.
• Strong written and verbal communication skills.
• Strong organizational skills.
• Ability to work independently and multitask in a high-volume environment.
• Proficient in Microsoft Word, Excel, PowerPoint and Office.

Responsibilities

• Greet visitors and direct inquiries at the front desk.
• Manage phone calls and email inquiries, routing to appropriate departments.
• Coordinate Transfers Between Stores (TBS) courier mail and routing.
• Provide general administrative support and maintain contacts and documentation.

Skills

Strong written and verbalcommunication

Strong organizational skills

Ability to work independently

Multi-tasking in high-volume workload

Proficient Microsoft Word

Proficient Microsoft Excel

Proficient Microsoft PowerPoint

Proficient Microsoft Office

Education

High School Diploma or Equivalent

Tools

Microsoft Word

Microsoft Excel

Microsoft PowerPoint

Microsoft Office

Job description

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Position Summary:
The HQ Receptionist is the welcoming face and first impression of our corporate headquarters. This role is responsible for creating a professional and positive experience for all team members, visitors, and callers while managing the day-to-day operations of the front desk. In addition to reception duties, the HQ Receptionist plays a key role in handling TBS (Transfer Between Stores) courier mail and ensuring timely communication and item routing between HQ departments and our store locations.

Essential Duties and Responsibilities:

• Front Desk Operations
  • Greet and assist all visitors, vendors, and team members with warmth and professionalism.
  • Maintain a clean, organized, and welcoming front desk and lobby area.
  • Manage visitor check-in and check-out, issue visitor badges, and notify team members of arrivals.
  • Monitor access to the building and follow security protocols for guests and deliveries.
• Phone and Communication Support
  • Answer and direct all incoming calls to appropriate departments or team members.
  • Respond to general inquiries via phone or email and relay accurate information.
  • Handle voicemails and messages with a focus on timeliness and clarity.
• TBS (Transfer Between Stores) Courier Coordination
  • Receive, log, and sort all incoming TBS mail from stores.
  • Organize and prepare outgoing TBS items for scheduled courier pickups.
  • Communicate with store-level and HQ departments to ensure proper routing of internal documents, packages, and time-sensitive materials.
  • Track and follow up on delayed or misrouted items as needed.
• Administrative Support
  • Provide clerical and administrative support such as mail sorting, filing, data entry, or meeting coordination.
  • Support office and facilities teams with supply inventory and requests.
  • Maintain updated contact lists, directories, and TBS routing documentation.

Knowledge and Skills:

• Strong written and verbal communication skills.
• Strong organizational skills.
• Ability to effectively work independently.
• Ability to multi-task and handle high volume workload and calls.
• Proficient Microsoft Word, Excel, Power Point and Office.

Required Education and Experience:

• High School Diploma or Equivalent

Physical Demands (example below)

Will be required to spend long hours sitting and using office equipment and computers. May also have to do some light lifting of supplies and materials from time to time. Expressing or exchanging ideas by means of the spoken word to impart oral information to team members and to convey detailed spoken instructions to other team members accurately, clearly, or quickly. Manage several requests and situations at one time or simultaneously (multitask).

Position Type/Expected Hours of Work (example below)

• Monday – Friday 8:00am – 5:00pm
• Must be open to work weekends as needed

This job description is not intended to be all-inclusive, and employees may perform other duties as directed. All employees are expected to perform any reasonable task or request that is consistent with fulfilling company goals and objectives.