Receptionist

Spsnorthamerica; Santa Clara (CA); On-site; USD 28,929 - 38,572; Full time

Benefits offered by this job

Medical, Dental, Vision benefits

Paid Time Off

Job summary

SPS North America is seeking a proactive Receptionist to welcome visitors and handle inbound calls with exceptional courtesy. You will support mail, office services, and hospitality tasks while maintaining a professional image across corporate environments.

The role emphasizes strong English communication, organizational skills, and the ability to multitask in a fast-paced setting. This full-time position includes coordinating conference room setups and assisting other teams as needed.

Qualifications

• High School Diploma required.
• 1–3 years of admin/reception experience preferred.
• Excellent organizational and time management skills.
• Fluent English written and spoken.
• Ability to multi-task and prioritize tasks.
• Experience with MS Office and office equipment.
• Professional appearance and demeanor.

Responsibilities

• Greet visitors and answer phone lines with a high standard of customer service.
• Assist with light facilities/hospitality duties and conference room setup as needed.
• Cross-train for mail services and package handling, as required.
• Provide back-end support and coordinate with team members to ensure smooth operations.

Skills

Customer service

Communication skills

Time management

Confidentiality

Education

High School Diploma

Tools

MS Office

PC/Mac systems

Copiers/Scanners

Multi-phone line systems

Job description

Job Title: Receptionist

Reports To: The Receptionist will report to the Client Services Supervisor, Client Services Manager, or equivalent leadership.

Job Overview

The Receptionist provides exceptional service by greeting and assisting all visitors and answering inbound calls. Continuously offers the highest level of service to all corporate employees and their visitors. Maintains a professional image of the company by providing prompt, courteous, and efficient service. As an effort to be a cross‑trained team player, the receptionist may be called upon to assist in other SPS service areas such as, but not limited to mail/shipping operations, hospitality, and general office/facilities work based on operational needs to provide a top‑tier customer experience.

Overall, this position continuously offers the highest level of service to all clients and SPS employees while maintaining a professional image of the company by providing prompt, courteous, and efficient service.

Main Functions

• Primary function of reception/concierge: answer all calls/correspondences and provide an exceptional customer service experience for all incoming/outgoing visitors.
• Light facilities/hospitality work: perform hospitality work as needed such as but not limited to assisting customers to open troubleshooting tickets, help order supplies, stock kitchens/service areas with supplies. May be asked to help set up/ take down conference rooms for meetings/events.
• Mail Service: will be cross‑trained to assist mail services as needed. This includes, but not limited to sorting/distributing mail, receiving/ tracking packages.

Duties and Responsibilities

• Provides 5-star customer service to all employees and visitors (in all forms of communication).
• Answers incoming telephone calls and routes callers to the person who can best assist them.
• Ensures all visitors complete, sign, and understand their responsibility for adhering to the corporation’s Nondisclosure Agreement (NDA).
• Logs visitors into the registration system.
• Activates access for temporary badges for employees who forgot or lost their badge or are experiencing issues with their current badge.
• Issues facility access cards to employees.
• Answers and properly routes global calls, some confidential in nature, using company-wide switchboard or provide appropriate information to the caller. Calls are to be handled expeditiously, in a professional and businesslike manner while being friendly and using a high standard of customer service.
• Prioritizes calls and escalates customer service issues to the proper chain of command.
• Takes initiative to ensure the company phone and speed dial lists are current.
• Responsible for training a back‑up and providing guidance on policies and procedures.
• Notifies employees upon receipt of inbound deliveries or have the delivery made to the Mail Room as is appropriate.
• Provides light administrative support to staff as directed such as scheduling meeting rooms, ordering catering, and assisting other teams when needed for various tasks (envelope labels, compiling manuals, etc.).
• Follows up on loaned access cards to make sure all are returned and contact Security if the card is not returned by the end of the day.
• Builds professional relationships with customers and other teams.
• Maintains the reception area in a neat and orderly fashion to include visitor reading materials.
• Service and replenish the barista, pantry, conference, kitchen, or meeting areas.
• Will perform meeting room and conference room set‑ups.
• Monitors the level of office supplies on the floor, and replenishes and orders accordingly.
• Assists with copy/print orders and/or monitoring the copy/print equipment for satisfactory functionality.
• Maintains professionalism and composure when interacting with all callers/visitors.
• Strategically determines what additional support is needed when handling sensitive inquiries in person or on the phone. Provides back of office coverage as needed.
• Proactively seeks out additional work during downtime.

Competencies

• Driven by client satisfaction
• Strong integrity, solid business ethics
• Excellent communication skills
• Expert in customer service skills, professional attitude, and appearance
• Good organizational skills
• Ability to maintain confidentiality
• Strong attention to detail
• Strong aptitude in effectively managing time and on‑going tasks
• Results-oriented
• Works well with people both internal (SPS) and external (assigned client)
• Fast learner
• Good at following instructions and handling change and/or adverse situations in customer service environments

Qualifications and Education Requirements

• High School Diploma (or equivalent) required.
• 1-3 years prior work experience. Strong preference in previous administrative/reception/concierge professional experience.
• Ability to work assigned work hours determined by the manager.
• Excellent organizational and time management skills.
• Analytical abilities and aptitude in problem‑solving.
• Superb written and verbal English communication skills.
• A strong task‑driven personality driven by customer satisfaction.
• Ability to multi‑task and prioritize tasks, assignments, and customer needs.
• Current knowledge or ability to learn computer‑based systems required for functions of position such as: Multi‑phone line systems, PC/Mac systems, MS Office experience, Multifunctional devices (i.e. Copiers/Scanners), Fax/mail machines and/or other devices used in SPS service areas.
• Required to maintain an overall professional appearance and attitude.
• Adhere to all policies and procedures required.

Physical Demands

• Fine and/or gross motor skills, including the ability to grasp, lift and/or carry or otherwise move packages on a standard wheeled cart with a load capacity of 60 lbs.
• Ability to walk, bend, kneel, stand, and/or sit for an extended period of time.
• Manual dexterity required for operating office machinery (phone, copy machines, binding equipment, etc.).
• Ability to lift or move 40 lbs. or greater frequently.

Travel

None or Negligible

Other Duties

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.

Pay Range

$25 — $25 USD

Benefits

• Medical, Dental, Vision, HCFSA, DCFSA, HSA, Commuter Transit and Parking, Supplemental Life Insurance, Accident Insurance, Critical Illness, Hospital Indemnity, Legal Program, Identify Theft Protection, Pet Discounts, Pet Insurance, Group Home and Auto Insurance, EAP, Short Term Disability, Life Insurance, Education Discounts, 401k w/ matching, Entertainment Discounts, & Paid Time Off.
• Note: Please inquire with the Human Resources team for benefit offerings per role as regular positions that routinely are under 30 hours/week may have a different benefit offering.

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SPS provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, sexual and reproductive health choices, national origin, age, disability, genetics, military status, gender identity or expression, sexual orientation and/or any other status protected by applicable law.